About Complaint Letters
Complaint letters alert a company that you are not happy with a service or product. You have the best chance of receiving a positive response to your problem if you write a short, well-written letter detailing your complaint and the action that you want the company to take.
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Function
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Complaint letters allow unhappy consumers to share their grievances with a company that has disappointed them. Any written correspondence, including email, can be considered a complaint letter.
Types
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Complaint letters may be written to request a refund for faulty products or shoddy service. Some letter writers ask for a discount on future services, while other consumers may just want to alert the company to a problem with services or procedures and ask nothing in return.
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Features
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Complaint letters should be sent to the specific person in the company who has the authority to act on the complaint. If you are not sure who that person is, call the company and ask. Ask for the title of the person and the correct mailing address.
State your problem or concern in the opening sentence of your letter--for example, "During my recent stay in your hotel, I was overcharged by $300 and my room had bed bugs." Expand upon your problem in subsequent paragraphs, but keep the letter to no more than three or four paragraphs.
Ask the company to do something to resolve your complaint. You might ask for a refund if you weren't pleased with a product or service, request that charges be reversed or ask to receive discounted services or products in the future. Make a copy of your letter and any documentation backing up your complaint and mail it to the company. Pay extra for signature confirmation so that you have proof that the letter was received.
Benefits
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Writing a complaint letter will very often result in resolution of your problem. If you don't receive a satisfactory reply, send another letter to the chief executive officer of the company.
Warning
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Don't write a threatening letter to the company. While you may have a very good reason to be frustrated and angry, writing such a letter will rarely yield positive results. If you do not receive a reply to an email complaint within a week or two, mail a letter to the company. Paper letters are often read before emails.
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