How to Write Good Complaints Letters
It’s not always easy and simple to write a complaint letter, but when it’s written well, you can get positive results that you’re expecting. Here are some basic rules for writing complaint letters that work!
1. Check where to contact before you write the letter. Instead mailing it to the company’s general customer support department, write it to the manager who have the power in resolving your issues or an individual whom you have contacted before.
2. Get all the relevant facts including names, dates, places, requirements, conditions or any other details that you should include. If you’re writing about a product purchase, it’s a good idea to include a serial number or model number.
3. Type the letter if possible. If you’re going to handwrite, make it easy to read. Have someone proofread the letter if possible.
4. Make the letter concise and clear to the point. State exactly what the problem is and what needs to be done. Use short paragraphs and make it a one page letter if possible.
5. Don’t rant and rave. The person who reads your letter is not usually the person who is responsible for the problem. Keep diplomatic and respectful tone at all times.
6. If you have been a long time customer with them, imply that you might take the business elsewhere. Usually this can be added near the closing. Don’t threaten, but be decisive.
7. Another thing you can write near the closing is how long you are willing to wait for their reply. Ask for an early response with a specific date so that they take it more seriously. Don’t be too unreasonable.
8. Send copies if necessary to support your claims. Don’t send the originals.
9. Keep a copy of your complaint letter.
10. Follow-up. Give them enough to respond even though you ask for an early reply. If you don’t hear back within a month, write another letter with a firmer tone.
A complaint letter is often more effective than an email or a phone call because it shows formality and seriousness of the matter.
Here are some of our sample complaint letters:
Complaint Letter For Delivery Delay
Complaint Letter For Invoice Billing Error
Complaint Letter For Receiving Damaged Goods
Complaint Letter For Receiving Unordered Subscriptions
Complaint Letter For Service Contract
