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A Complaint Letter is a formal written document that lets you raise concerns about products, services, or treatment you've received. In Denmark, these letters serve as an important first step in the consumer protection process, aligned with the Danish Consumer Protection Act and the Marketing Practices Act.

Danish law requires businesses to handle consumer complaints fairly and respond within reasonable timeframes. A well-written complaint letter outlines the issue clearly, includes relevant details like purchase dates and reference numbers, states your desired solution, and sets a reasonable deadline for response. It also creates a paper trail that could prove valuable if you later need to escalate the matter to Forbrugerrådet Tænk (the Danish Consumer Council) or seek legal action.

Send a Complaint Letter when a product or service falls short of what was promised, or when you experience poor customer service from Danish businesses. This formal communication becomes essential after unsuccessful attempts to resolve issues through phone calls or informal conversations, especially with larger companies or regulated service providers.

Time your Complaint Letter strategically - Danish consumer protection laws typically give you 2 years to file complaints about products, but sending it promptly helps preserve evidence and strengthen your case. Use it for significant issues like faulty electronics, billing disputes, or service contracts that don't meet agreed terms. Remember to document all related costs, as Danish law allows you to claim reasonable expenses incurred due to the problem.

• Formal Complaint Letter: Standard business-to-business format following Danish corporate communication norms, suitable for professional disputes.
• Consumer Complaint Letter: Aligned with Danish Consumer Protection Act requirements, specifically for individual customers dealing with businesses.
• Escalation Letter: Used when initial complaints haven't been resolved, often citing previous correspondence and legal obligations.
• Formal Claim Letter: More assertive format specifically demanding compensation or specific remedies, often preceding legal action.

• Individual Consumers: Write Complaint Letters to businesses when products or services don't meet expectations, backed by Danish consumer protection laws.
• Business Customers: Draft formal complaints regarding B2B transactions, often through their legal departments or procurement teams.
• Customer Service Departments: Receive and process Complaint Letters, coordinating with relevant internal teams for resolution.
• Legal Representatives: Help draft complex complaints or review responses, especially in high-value disputes.
• Consumer Protection Agencies: Monitor complaint patterns and may intervene in serious cases, ensuring compliance with Danish consumer laws.

• Purchase Documentation: Gather receipts, order confirmations, warranties, and any written promises made by the company.
• Communication History: Compile dates and details of previous contact attempts, including names of staff members spoken with.
• Issue Timeline: Document when problems occurred and how they've affected you, including any financial losses.
• Desired Outcome: Clearly define what resolution you seek - refund, replacement, or compensation.
• Company Details: Note the correct legal name and address of the business, plus relevant department contacts.
• Legal Framework: Our platform helps identify relevant Danish consumer protection laws to reference in your complaint.

• Header Information: Your full contact details and the company's legal name, address, and department.
• Reference Details: Order numbers, account details, and dates of purchase or service.
• Issue Description: Clear, factual explanation of the problem with specific dates and impacts.
• Legal Basis: Reference to relevant Danish consumer protection laws or contract terms.
• Resolution Request: Specific, reasonable demands with clear deadlines for response.
• Supporting Evidence: List of enclosed documents and previous communication records.
• Closing Statement: Your intended next steps if the issue remains unresolved.

People often confuse a Complaint Letter with a Dispute Letter, but they serve different purposes under Danish law. A Complaint Letter typically addresses quality issues, service problems, or unfulfilled promises, aiming for a cooperative resolution. A Dispute Letter, in contrast, formally contests specific charges, transactions, or contractual interpretations, often involving financial institutions or legal claims.

• Timing and Tone: Complaint Letters are usually the first formal step and maintain a more collaborative tone, while Dispute Letters often follow failed complaint attempts and take a more assertive legal stance.
• Legal Weight: Complaint Letters focus on customer satisfaction and resolution, while Dispute Letters carry stronger legal implications and often reference specific violations of Danish law.
• Resolution Process: Complaint Letters typically work through customer service channels, while Dispute Letters often trigger formal investigation procedures under Danish financial or consumer protection regulations.