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How to Write a Complaint Application

A complaint application gets results when it is specific, factual and points to a solution. The reader needs to understand what went wrong, since when, how it affects people, and what you want done — without having to read through frustration to find the facts.

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Type of application (Optional)

Report a problem, poor service, harassment, damage

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The guide below is available in English. The writer above shows in your language and can write your application in any supported language.

Who writes it

Students complain about facilities or hostel issues; employees raise workplace concerns with HR; residents write to society secretaries or municipal officers; customers write to service managers.

What to include

  • What the problem is, where it is, and since when — dates matter.
  • Its impact: who is affected and how.
  • Steps already taken, such as earlier verbal complaints or ticket numbers.
  • A clear, reasonable resolution and, if appropriate, a timeline.
  • Evidence you can provide — photos, receipts, names of witnesses.

Sample complaint about a broken water cooler

Use this as a reference for structure and tone. Your own application should reflect your real details — the writer above builds one from your situation.

Sample

To,
The Administrative Officer
Northbridge College

Date: 12 October 2026

Subject: Complaint regarding non-functional water cooler in Block B

Respected Sir/Madam,

I am writing on behalf of the students of the second floor, Block B, to report that the water cooler near Room 204 has not been working since 28 September.

More than 150 students use this floor daily, and the nearest working cooler is in another building. We informed the maintenance desk verbally on 30 September, but the issue has not been resolved.

We request that the cooler be repaired or replaced within this week, and that regular maintenance checks be scheduled.

Yours faithfully,
Ritika Sen
Class Representative, B.Sc. Second Year

Tips that help it get approved

  • Stay firm but courteous. A calm complaint is easier to forward and act on.
  • Use the “Urgent” tone if there's a safety risk or a deadline.
  • Keep a copy and note the date you submitted it.

Common mistakes

  • Personal attacks or assumptions about intent.
  • Bundling unrelated issues — write separate complaints if they go to different people.

Frequently asked questions

How do I make a complaint sound serious without being rude?

State facts and dates, describe the impact, and ask for a specific action by a specific time. Firm wording comes from precision, not strong adjectives.

Should I mention people by name in a complaint?

Only when it's necessary and factual, such as a staff member you reported the issue to. For conduct complaints, follow your institution's formal grievance process.

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