Need to learn how to write a letter of complaint? Do you want to make sure your complaint is taken seriously? If you're not sure how the complaint process is usually handled, it's important for you to take note of these key components of an effective complaint letter.
No matter whether your complaint regards a problem within your office or a product you purchased, you can write a letter that is more likely to get results with these tips:
Make sure you include all your contact information. This means phone numbers, e-mail address/es and street address. If you don't include contact information, your letter will most likely be discarded with little regard. Even if you and the person handling the complaint work for the same company-if you have an issue with your benefits and are struggling with the Human Resources department, for example-do not assume they know where to find you. Make it as easy on the person handling the complaint as possible.
Type the letter. Handwritten letters are dismissed as unprofessional, and e-mails can get caught in spam filters. Creating a hard copy of the letter will force you to think about what you say and how you say it, which means you will be less likely to get emotional.
Remain professional in tone. The person in charge of complaint handling is most likely not personally responsible for whatever went wrong with your merchandise, your service or your office computer, but that person is the one who will make the decision as to how accommodating the company will be regarding your request. If you are professional, remain clear about what you expect and provide adequate proof of the problem, you have a good chance of being compensated for your trouble. If you are sarcastic or nasty, you may get only the minimal compensation or response.
Clearly state the problem. Explain what you expected, what was delivered and why you are disappointed in the discrepancy.
Provide details. Give dates of purchases of the merchandise or service, and include a photocopy of the receipt. Or, attach the e-mail if someone promised to fix a problem within your office and never got around to it.
Describe any related inconvenience. If the cost of the disappointment exceeded the original cost of the merchandise or service, explain how it cost you more, and show evidence of the excess cost. Use photocopies, not original receipts or documents showcasing your trouble or excess cost.
Clearly state what you expect to see done to remedy the problem. Give a date by which you'd like to see the problem cleared up. Allow the company enough time to solve the problem.
Make and keep a copy of your letter and the corresponding documents. This way, you can follow up easily, especially if a company representative claims she never received your letter.
Follow up. When the date by which you expected the problem to be solved arrives, follow up with another letter reiterating the concern, mentioning the first letter and once again presenting the information needed to prove the wrongdoing.
Prepare to ask for a supervisor. Let the company know you will report this incident to the Better Business Bureau or another supervisory agency if you do not experience resolution of the problem by a certain date.
 | Knowing how to write a complaint letter that is respectful but firm calls for a delicate touch. You must explain what went wrong and say what you want, without getting too emotional. |
 | Follow this complaint letter format so you can avoid empty ranting and get closer to what you want out of a business that has done you wrong. |
 | This employee complaint letter sample can help you gather your thoughts and present evidence in a way that shows you are looking for solutions to a workplace problem. |
Businesses need to know when employees do a good job serving customers. It is even more important for them to know if service is bad. A complaint letter is a useful tool for providing the information. |
Businesses have options when it comes to handling complaint letters. It is not always a simple case of the customer being right or wrong. |
