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.

Difficulty: Moderately Easy

Instructions

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.

[carlhose]

on 6/8/2009 Good article. Very helpful. Complain if you need to. It's the only way to initiate change.

on 12/12/2005 You might have the most valid point and complaint in the world and could very well be 100% correct, but all credibility can sometimes go right out the window if the letter appears to be written by a caveman (no offense intended to any real existing cavemen).

on 12/12/2005 Try to avoid death threats or threats of bodily harm to the person that wronged you or their family at first. Only use these as a last resort.

on 12/12/2005 The English language allows for one thought to be extrapolated out of thought to verbiage in many, many ways. Do not talk to the mail recipient, write at them. There is nothing worse than a formal letter sounding like it is coming from your high school girlfriend.

on 4/12/2008 No matter how angry or insulted you may be, reread your letter to determine if it states the problem concisely and accurately, but not necessarily filled with your emotions. Sarcasm and name-calling are part of the natural course of bad feelings, but try to avoid this in your letter for a prompter and hopefully courteous response.