How to File a Letter of Complaint

Customer service and product quality isn't always first rate. You don't have to silently endure rude service or a shoddy product if you know how to file a complaint to the appropriate party. Follow these steps.

Instructions

1. Decide what it is that angered you about the product or service. Do you think it is a constant problem or a momentary slip? Does the company need to hear about this issue?

2. Gather the contact information you will need. Contact the person who can address your problem. Do not necessarily address the highest person up the chain but instead contact the person most likely to take action based on your complaint.

3. Assemble your facts. Idicate the date and time of the issue, or the specific product number and receipt number.

4. Write a factual letter containing objective information. Do not name call, build your case with an emotional outburst or make idle threats. Just state the facts.

5. Ask for a specific action. Do you want your money back or an apology? Ask for a response that the store or business can actually supply. Explain that you will be satisfied and once again a loyal customer if the appropriate action has been taken.

6. End your letter politely and give a timeline in which you expect an answer. Two to three weeks is usually an appropriate timeframe in which to expect an answer. Leave your contact information including email address, phone number and address.

7. Include copies of any documentation necessary, including receipts, photographs or packaging.

8. Wait for a response. Give the company the full length of time that you stated in your letter. Add one week, giving them the benefit of the doubt.

9. Recontact the business again with one last letter or phone call. Restate your issue, note the action you would like taken and ask if there are any facts that they dispute. Give another timeline of one to two weeks, explaining at that you intend to contact higher authorities, the Better Business Bureau or small claims court.

10. Thank the person you have dealt with if they accommodated your request. Let him know you appreciate their willingness to rectify the matter.

11. Send a copy of the further action you have taken to the person you have been in contact with. This might include a subpoena for small claims court or a copy of the email you have addressed to the Better Business Bureau.

12. Do not use their product or business again if you have not had your issue resolved to your satisfaction. Tell your friends and family of the poor service or quality you have received. Likewise, tell them if the matter was resolved.

Tips & Warnings

• Address the issue immediately. Don't wait to confront the situation. If too much time has past, it is harder to rectify the situation.

• Do not make idle threats. Ask for a realistic action to be taken and follow through on your stated retaliation if they do not resolve the matter.