Complaint Letter Example | 5 Official letter with format in English

Introduction :

Official letters serve as an important medium of professional communication in various government or private offices. These are public written documents used to present important messages, requests or concerns to individuals, organizations or authorities. In this article, we will read the importance of official letters, their types, format of official letters in English, 5 simple places of official letter in English and provide answers to questions related to official letters.

Importance of official letters:

Official letters play an important role in maintaining clear and professional communication. They establish a public framework for presenting ideas, allowing messages to be presented with precision and authority. Besides, these letters serve as records and can be called for again if required.

Complaint Letter Format
Complaint Letter Format

Types of official letters:

1. Inquiry Letter: This type of letter is used to obtain information, make inquiries or request clarification on a particular matter. This initiates discussions on the products, services or situations that arise.

2. Complaint letter: When the person has problems or any issue is raised, he can express his displeasure through the complaint letter. It is a public way of presenting problems and requesting solutions in a structured manner.

3. Letters of Recommendation: These letters are certificates extolling a person's abilities, skills or character traits. These are used to support candidates' applications in academic and professional contexts.

4. Resignation letter: When an employee wants to resign from the job related to his position, he has to send a resignation letter. It sets the tone while keeping her interested and conveys orders and thanks while maintaining professionalism.

5. Appreciation letters: These letters are used to express gratitude and acknowledge one's efforts or achievements. They are used to recognize outstanding contributions, foster a sense of camaraderie, and strengthen professional relationships.

Format of Official Letter in English

Sender Information:
Your name
your post
your organization
address city,
postal code

Date: July 14, 2023

Recipient Information:
Mr/Ms Recipient Name
post, government department
Postal Code: 110001

Subject: ……………………………………………………………………………………..

Dear Sir/or Dear Sir/Madam,


_________Thank you________

Your name

Official Letter in English

Letter 1: Letter to Municipal Corporation regarding water shortage in our area.

Rahul Sharma
12/A, Ganga Apartments
Mumbai, Maharashtra
Pin Code: 400065

Date: 14 July 2023

Assistant Engineer
public health department
Municipal council
Mumbai, Maharashtra
Pin Code: 400001

Subject: Complaint about water shortage in our area.

Dear Sir/Madam,

I am writing to bring to your attention the problem of severe water scarcity prevailing in our area, Gandhi Nagar, Mumbai. We have been facing this problem for the past few months, and it has caused immense inconvenience to the residents.

Despite several attempts to address the matter locally, the situation remains unchanged. Water supply is erratic, with long gaps between deliveries. Due to this, the residents are facing difficulties, especially since this problem mostly occurs during the summer season. We are finding it very difficult to carry out our daily activities including cooking, cleaning and personal hygiene.

We request you to resolve this issue expeditiously. Simultaneously, we request you to take necessary steps to ensure a stable and adequate water supply in our area.

We believe that by resolving this issue expeditiously, you will alleviate the suffering of the residents of Mumbai and contribute to improving the quality of life in our surrounding area.

Thank you for your attention in this matter. We will wait for the solution to our water scarcity problem.

Rahul Sharma

Letter 2: Letter for repairing the road ahead of our colony

Priya Verma
54, Krishna Nagar
Nehru Road, Bengaluru, Karnataka
Pincode: 560020

Date: 14 July 2023

Municipal Commissioner
Bengaluru Municipal Corporation
Wilson Garden, Bengaluru, Karnataka Pincode: 560027

Subject: Complaint regarding repair of road in front of our colony.

Dear Sir/Madam,

I am writing to bring to your attention the condition of the road in front of our colony, Krishna Nagar, Bengaluru, which is deteriorating day by day. The road has been in a temporary condition for quite some time due to which the safety of the residents and commuters are increasing.

The road has many potholes and cracks, especially on the stretch between Vivek Vihar crossing and Krishna Nagar market, making it difficult for vehicles to travel safely. Due to this, accidents and damage to vehicles are becoming a common phenomenon. Apart from this, the bad condition of the road has also affected the environment around us.

Considering the heavy traffic volume on this road, it is important that the repair work is taken up promptly so as to ensure safety and smooth movement of vehicles. We request you to promptly allocate the necessary funds and resources so that the repair work can begin immediately.

We hope that you will give due attention to this matter and take appropriate action to resolve the issue in time.
We hope for your cooperation.

Priya Verma

Letter 3: Letter to the Superintendent of Police for registering FIR

Arun Kumar
36, Mahendra Vihar
Anna Salai, Chennai, Tamil Nadu
Pin Code: 600002

Date: 14 July 2023

Superintendent of Police
Chennai Central Police Station
Mount Road, Chennai, Tamil Nadu
Pin Code: 600002

Subject: Request for registration of FIR.

Dear Sir/Madam,

I am writing to bring to your attention a recent incident which requires filing of an FIR. This incident involves valuables stolen from my residence, Mahendra Vihar, Chennai. Despite reporting the matter to the local police station, we are yet to see any progress. FIR has not been registered.

Therefore, I humbly request you to order the concerned authorities to register an FIR in this matter. We are confident that a thorough investigation will not only bring justice to the affected parties, but will also act as a deterrent against future criminal activities.

We count on your commitment to defend the law. We are grateful for your promptness in this matter. Thanks for your cooperation.

Arun Kumar

Letter 4: Complaint about frequent power cuts in our area.

Neha Singh
25, Rani Bagh
Kamla Nagar, Delhi
Pin Code: 110007

Date: 14 July 2023

chief engineer
Delhi Electricity Supply Company
Bhagwan Das Road, Delhi
Pin Code: 110001

Subject: Complaint about frequent power cuts in our area.

Dear Sir/Madam,

I am writing to bring to your kind attention the problem of frequent power cuts in our area, Rani Bagh, Delhi. Residents of our area are facing long power cuts, causing great inconvenience to our daily lives.

Due to these power cuts happening suddenly and without any notice, we are facing difficulties in carrying out the household work smoothly. Due to irregular power supply, electrical equipment and materials are getting damaged, causing financial loss to the residents.

We request you to resolve this issue promptly. We request you to take necessary steps to investigate the reasons behind the power outages and take necessary action to rectify the problem. We understand that sometimes power cuts do occur, but the current situation has crossed tolerable limits.

We believe that by improving the continuity and stability of power supply in our area, you will vastly improve the quality of life of the residents of Rani Bagh.
We look forward to resolving the issue and appreciate your efforts to ensure safe power supply.

Neha Singh

Letter 5: Garbage collection problem in our colony

Sanjay Patel
7, Swami Vivekananda Road
Gandhipuram, Kolkata, West Bengal
Pin Code: 700041

Date: 14 July 2023

Municipal Commissioner
Kolkata Municipal Corporation
Shakespeare Sarani, Kolkata, West Bengal
Pin Code: 700017

Subject: Letter regarding the problem of garbage collection in our colony.


We would like to bring to your kind notice that in our area, Gandhipuram, Kolkata we are facing many problems due to irregularity in regular collection of garbage. Apart from uncleanliness and environmental hazards, it is also causing many problems in our daily life.

Due to lack of proper collection of waste, there are problems of underdeveloped waste heaps, unhygienic conditions and odour. Due to lack of regular and timely collection of garbage, garbage remains scattered here, due to which the environment of the area is highly polluted. This increases the spread of infection and disease, putting citizens at risk throughout life.

We request you to immediately intervene in this matter and take necessary steps.

We would be grateful for your attention and assistance in this matter.

Sanjay Patel

"Please note that the names, addresses and pin codes given are fictitious for the sake of illustration in the passage and are written for the purpose of this example."


Official letters are a powerful tool for effective communication in a professional environment. Its structured structure, typical language, and ability to convey important messages make them archetypes of communication. By understanding the types of official letters, guidelines, and solutions to the most common questions, individuals can use official communication correctly, address a variety of needs, strengthen relationships, and achieve their goals.

FAQ: Answers to questions based on Official Letter in English:

1. Question: What is the general structure of an official letter?
Answer: An official letter normally contains the sender's address, date, recipient's address, salutation, body, and closing.
2. Question: Why is it important to maintain professional language in an official letter?
Answer: Professional language in an official letter conveys respect, credibility and seriousness, which increases the effectiveness and impact of the letter.
3. Question: Are there any special guidelines to be followed while writing an official letter?
Answer: Yes, if given, you should follow special guidelines such as formatting, addressing the recipient, or including relevant details.
4. Question: Can official letters be used in personal contexts also?
Answer: While official letters are primarily used in professional contexts, certain formal situations in personal life may also require official communication.
5. Question: How can an official letter be ensured to be effective?
Answer: To create an effective official letter it is important to write briefly, provide essential details, proofread errors, and fulfill the intended purpose of the letter. In this way, the letter can achieve its effectiveness and results.

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