How to Write a Letter of Complaint

The time comes when you need to formally complain about poor service, low quality, incomplete orders, inadequate attention, etc.
You want action! Draft a letter of complaint and make your letter effective.

Difficulty: Moderately Easy

Instructions

1. Include your full name, return address including zip code, and other ways to contact you such as phone numbers, email addresses, etc.

2. Write a brief letter brief and to the point early in your letter. Use dates and locations and be specific about what kind of service you are referring to, if that is the purpose for writing your letter. If it is equipment or an item that is unsatisfactory, state identifying information such as serial or model numbers.

3. Be clear (and realistic) about what it is you need done to resolve the problem and a time frame that is sensible for them to make it right.

4. Remember that the person reading your letter may be in the position to fix the problem and probably is not the person who caused the problem. So, be smart in your tone, avoiding words with extreme anger, insults, sarcasm, or threats.

5. Enclose copies of any account numbers, receipts, agreements, quotes, estimates, etc. that are relevant to your complaint.

6. Use a complete name and specific address in directly your letter. Make a phone call or email inquiry to secure the name and position of the person with whom you need to receive your letter.

7. 
    

   Mail your letter.

Tips & Warnings

• Keep a copy of your letter and do not send original receipts or other documentation.
• Make note of the date that you mail the letter. Give the person you are contacting adequate time to help resolve the issue before you take further steps such as contacting the Better Business Bureau.