How to Write a Complaint Letter

Venting frustration may make you feel better, but it won't produce the best results. A well-written complaint letter addressed to the right person, however, can be extremely effective.

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

• Printers
• Postage Stamps
• Envelopes
• File Folders
• Printer Paper
• Computers
• Word-processing Software

Find the Right Person to Contact

1. Set out to find the individual who has the power to do something about your situation.
2. Contact the company's consumer affairs office and ask for the name of the manager if you do not know who has authority.
3. Call the company's headquarters and ask for the office of the president if a company does not have a consumer affairs office.
4. Get the correct spelling of your contact person's name along with his or her title and complete address.

Write a Letter

5. Use a computer or a typewriter if you can.
6. Make your letter brief and to the point.
7. Include the following information: the date the problem occurred; the time; the names of those involved; your name and how you can be reached; what you have done so far to resolve the issue; your feelings; your specific request for action; and how the company will benefit by solving the problem.
8. Keep a copy of this letter and all letters to and from the company.

Follow Up

9. Give the person enough time to respond.
10. Write another letter if you do not hear back within a month.