Content

• To step
• Method 1 of 3: Write your complaint letter
• Method 2 of 3: Using the correct tone and format
• Method 3 of 3: Follow-up
• Tips
• Warnings

Writing a complaint letter is something most people have to do at some point. Whether you are dissatisfied with a company's product or service, it is usually possible to resolve the issue in a mutually beneficial manner, through a firm but polite letter of complaint. Writing a complaints company shouldn't be difficult or scary - you just need to state the facts clearly and politely ask for a resolution.

To step

Method 1 of 3: Write your complaint letter

1. Please address your letter to the customer service department. If you write a letter of complaint, you have the best chance of success if you direct the letter to the company's customer service department. The customer service department is used to dealing with complaints, and your letter is likely to be handled efficiently and effectively.
   • Try to find out the name of the manager or director of customer service and address your letter to him or her personally. Start your letter with Dear sir or Mrs.followed by their last name. If you can't find the name of the customer service manager, just write Dear Sir / Madam.
   • You should be able to find the customer service address on the company's website, or on the company's promotional or promotional materials, or on product packaging or labels.
2. Get to the point in your letter quickly. The very first line of your letter should clearly state why you are writing the letter and what your complaint is exactly. Please provide as many relevant facts as possible, including the date, time and place where you made the purchase or received the service, along with any relevant serial or model numbers.
   • The letter recipient should be able to identify the key point of the letter within five seconds, so avoid lengthy, incoherent introductions.
   • You can include further details or explanations about the situation in the paragraph after your opening sentence, but the first line should immediately draw attention to your complaint as clearly as possible.
   • For example, your opening line could be, "I'm writing to complain about a broken hair dryer I bought from your company on July 15, at your A Street location, Example City."
3. State specifically what outcome or remedy you would like to see. If you want a replacement, your money back, a repair or any other form of compensation, please state this clearly in your second paragraph. This will help keep you from getting a form letter, and give the recipient something to get started with.
   • Try to be as constructive as possible in your comments and suggest ways that will help you and continue the relationship with the company. If you ask for your money back or some other form of compensation, while at the same time saying that you intend to move to another company, they will not feel compelled to try and fix the problem.
   • If you want the company to solve a broader problem, include that in your letter, but recognize that doing this can take time.
   • Don't threaten a lawsuit in your first letter. It may be the solution you ultimately need, but send your letter of complaint first and wait for a response.
4. Attach copies of supporting documents. This can include receipts, warranty certificates, copies of checks you have sent and, if appropriate, photos or videos. All documentation must be included with your letter.
   • Make sure you copies of all the documentation you want to attach, not the originals. That way, important information can't be lost should you have to show the evidence to someone else.
   • Also make sure that you state the exact number of attachments in the letter text. For example: "Enclosed you will find a copy of my original receipt, as well as a copy of the hair dryer warranty card and serial number information."
5. Give them a certain amount of time to fix the problem. It can help to provide an exact time period in which you want the problem to be resolved. This will give you peace of mind and help resolve the problem quickly.
   • Setting a time limit will also help prevent your letter from being lost or forgotten, which can lead to further trouble and resentment between you and the company.
   • Make sure the time period you give is reasonable.A week or two is usually enough, although it will vary depending on your request.
6. End the letter respectfully. Thank the recipient for their help, and let them know how and when they can reach you to resolve the issue. This will make their job a lot easier, allowing you to look forward to a more efficient outcome.
   • End the letter with Sincerely or Yours sincerely (the latter is a bit more formal). Avoid informal closing formulas such as "Greetings".

Method 2 of 3: Using the correct tone and format

1. Be polite. You may be angry, and you may be right, but being rude will only make the recipient go on the defensive. Write in a respectful tone and avoid making threatening, angry, or sarcastic comments at all costs. Remember that the person reading your letter was not directly responsible for what happened, and they will be much more positive and willing to help a courteous, polite customer than an angry, accusing one.
   • Remember that the company you are writing to is not targeting you. Most companies have an interest in keeping their customers happy.
   • You will be much more successful if you treat the recipient as someone who wants to help you, instead of assuming that they are malicious.
   • Do not write when you are furious. Wait to calm down before writing your letter. Or if you prefer, write the letter while the steam is still coming out of your ears, then wait a day or two before sending it. You will probably want to reformulate things to take the edge off.
2. Be concise. Customer service reps can receive hundreds of letters a day, so it's essential you get to the point quickly so they know exactly what they are dealing with as soon as they start reading. If your letter is too long or detailed, the reader will read it globally and ultimately have no clear idea of ​​the exact problem or desired solution.
   • Avoid excessive detail or long tirades or monologues.
   • Try to keep your letter limited to one side, or less than about 200 words.
3. Command respect. Enforcing respect in your letter sets the right tone and lets the company know that your complaint should be taken seriously. This is especially true for more serious complaints, which can have significant financial consequences.
   • Enforcing respect involves a range of things, such as the quality of the language used, your knowledge of your rights and the responsibilities of the company, as well as a professional presentation of the letter.
   • All of these things give you credibility, which should have a positive effect on the response to your letter.
4. Organize your letter in a clear, correct way. As mentioned above, arranging your letter in a professional manner will positively influence how your complaint is received. Put your name, address and the date in the top left, followed by the name or title of the person you are writing to, together with the company's address just above the body of the letter.
   • Always type your letter on a computer, this makes it easier to read and looks much neater. If you have to handwrite your letter, make sure your handwriting is clear and legible, with no crossed out words or ink stains.
   • To write your signature, leave an empty space below Sincerely or Yours sincerely where you can put your signature. Under this space, type your name so that it is clearly legible.
   • Keep the letter neat and well-organized, with paragraphs of roughly the same size.
5. Check spelling and grammar. Incorrect spelling and grammar can negatively affect how your complaint is received. Make sure to use a spell checker on your computer before printing the letter, or have someone else read it before you send it.

Method 3 of 3: Follow-up

1. Wait for the time limit you have set to pass. Be patient and do nothing until the time limit given in your first letter is over. If this date passes and you still haven't heard anything, follow up with a phone call or email to make sure the letter has been received. It's always best to give the company the benefit of the doubt.
   • If you still have not received any information related to your letter, or if you have but the situation was not handled satisfactorily, you can proceed by sending your complaint to someone in higher rank.
2. Work upwards in the command structure. If you are unsuccessful in dealing with the director of customer service, try to find out who is ranked higher and write to that person. Every time you move up the ladder, be it from customer service representative to director to vice chairman to CEO, add the correspondence you had on the previous level. That way, your new sales representative at the company will know what's going on, and the issue can likely be resolved without a lawsuit.
   • It's better to start with the customer service department before you move up the hill, rather than go straight to the top. This is because the customer service department is more experienced in handling these types of complaints, and letters to the CEO are likely to be forwarded to this department anyway.
   • If so, customer service agents may automatically start to perceive you in an unfavorable light for trying to get over their heads.
   • Remember, if you're writing a letter to a CEO or CEO, it should be extra clear, concise, and well-written, as they probably don't know about the incident yet.
3. If you want to file a lawsuit, go to a lawyer. He or she will know what to do. Remember that legal action is a last resort, and bringing it up right away in your letter will set a negative tone and risk getting requests for compensation sidetracked. It can also be negative for you if they notice that you are bluffing.

Tips

• Before you write, take a moment to think about what happened. When you've thought about everything and know exactly what you want and how you want to ask for it, you're ready to write your letter.
• Make sure that your name, address, e-mail and telephone number (home, work and mobile if possible) are on your letter. Also ask for the reader's details so that both of you can stay up to date with any progress on your complaint.
• Read it again and make sure everything is true, sincere, and verifiable.
• Don't swear. Remember that you want compensation or a solution, and offending your reader will not contribute to that. If you want to use more powerful language, avoid passive voice and use words that are more direct and descriptive. Maybe you were shocked or even felt disgust, stronger words than simply disappointed.
• Submitting your complaint in writing has a stronger effect than sending the company an email, fax, or comments on their blog or website. Most companies handle formal written complaints with higher priority.
• If you are writing to complain about a specific person, limit your letter to their shortcomings and don't complain about the organization as a whole. If you are writing to complain about company policies, do not insult the listener or the policy. Simply state your problem and how you would like it to be resolved.
• Do not send witness statements under oath. In fact, if you think you'll end up going to court, you probably want to withhold not only the testimony, but her name as well. Also keep in mind that going to court probably isn't cheap. In most cases it is better to reach an agreement informally, or at most through a disputes committee.
• There are consumer websites where you can submit complaints and see if others have been in the same situation with that specific company.
• Keep copies of all correspondence and the dates your letters were sent.

Warnings

• It is illegal to write a letter threatening physical violence, destruction of property, or an assault on health or safety. A threat can be construed as intimidation, and can be grounds for lawsuit, and can be subject to fines or even imprisonment. Do yourself a favor and forget about threats. Do not put them on paper or send them!