How to Write a Complaint Letter to a Business
If you have ever been dissatisfied with a business and decided to write a letter there is a possibility that your letter was never read. To bring attention and validity to your complaint you must avoid threatening and demeaning language but still get your point across. Read on to learn how to write a complaint letter to a business.
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Instructions
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Write your salutation on the first line on the left side of your paper. If you know the persons name you should use this but if you do not, sir or madam is acceptable. In the top right corner place the date you are writing and any account number that you may need the company to reference.
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Indent 1/2 inch for your first paragraph. You should have no more than three paragraphs total. Your first paragraph should give an introduction as to the nature of your complaint. For example, a customer service representative did not or refused to meet your needs. You would describe this in the first paragraph.
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Describe in your second paragraph the date and time the incident occurred. This will give the company an advantage in finding the root of the problem. List any transactions or witnesses or participants names if available.
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Sum up in the third paragraph your dissatisfaction with the outcome of your experience. Ask them to kindly respond by mail, or phone. Any requests that you may have should be listed now. For example, if you purchased an item and the clerk refused to allow you to return it, you would let the company know you wish to have it replaced.
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Drop down two lines and use a closing such as, dissatisfied customer or simply your name. Sign your name beneath as to give validity to the letter. Make sure to address the envelope correctly. If you have the complaint departments address this should be used. If you do not, you should use the company headquarters address in care of the complaint department. Affix your stamp, insert letter into the envelope and place in mailbox.
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Tips & Warnings
Avoid using derogatory or politically incorrect wording such as slang for racial or gender words. Depending on the state you live in your letter should be delivered within three to five business days. If you still do not feel that the company is willing to address your concerns, you should call the home office after one week from the date you sent the letter.
