How to Write Consumer Complaint Letters that Get Results
When you are unhappy with a product or service, don’t just fume silently or complain to your friends; write a letter to someone who matters—someone in a position to actually solve your problem. In most cases, that person will have an impressive title such as President, Vice President, or Regional Manager. A properly written consumer complaint letter to these authorities can not only make life easier for future customers, but can bring you such perks as refunds, free samples, and discount coupons, to name just a few of the items that a business might offer to make you a satisfied customer. Here’s the best way to write a consumer complaint letter that gets results.
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Instructions
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How to Write Consumer Complaint Letters that Get Results
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When you are displeased with a product or service, ask for the name of the person who can address the issue. Either ask one of the employees at the business for the name and address of the person or call information for the number of the corporate office and ask them for the name and address. If you are not sure what to ask, just explain your problem to the receptionist and ask her for the name of the person responsible for that issue.
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Do not bother asking for the name of the manager of the specific location, unless this is a single store and the manager is also the owner. You need to write your consumer complaint letter to a higher authority.
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Using a typewriter, or word processor, type the following information in the upper right hand side of the page, in the same manner as you would use in addressing an envelope:NameStreet AddressCity, State Zip
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Provide the recipient's name and address in the following manner:Name of BusinessStreet AddressCity, State, ZipAttn: (Name of Executive)
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Begin the letter with Dear _____,Now you are ready to start the letter. Each of your paragraphs should be single-spaced, and flush left (no indentation) with a double space between paragraphs.
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First paragraph:Start by complimenting the business and tell a little bit about your past experiences as a satisfied customer. For example, you could say, “I have been a customer for the past 10 years, and I have always appreciated the individual treatment your employees have given me.”
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Second paragraph: In a very matter-of-fact manner, explain what happened that displeased you. Do not use an angry tone or be insulting. For instance, you might say something like this, “When I sat down to eat, my soup was very cold and, though I asked the waitress to warm it for me, she walked right past me. Now I know that she was very busy, and she may not have heard me. But I was not able to finish my soup.”
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Third paragraph: Here you can either suggest what the reader can do to make you a satisfied customer again, ie refund your money, give you a coupon for a free lunch, etc., or you can leave the resolution open. If you choose to let the reader decide how best to satisfy you, you can say something like, “please let me know what we can do to rectify this matter.
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Close your letter with "Sincerely yours" and then space down and input your name, eaving enough room to add your signature. You can now place the letter in an envelope and mail it.
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Mail the letter.
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Tips & Warnings
Never be rude or insulting in your letter.
