How to Write Complaint Letters

Writing complaint letters is the best way to resolve any customer service issues you may have. When something has gone wrong, it is important that you write complaint letters to have a written record of your complaint. A good complaint letter will ensure actions are taken to resolve the incident.

Difficulty: Easy

Instructions

Things You'll Need:

• computer or typewriter

1. Before you write complaint letters, research to whom you should send them. You want to ensure you address it to the proper person, or else all the effort you put into writing it could be for nothing. This is particularly true if you are writing about an employee at a store- call the store to ask for the manager’s name and address the letter directly to him or her to avoid having the bad employee open your complaint letter and throw it away before the manager sees it. It is best to write complaint letters to several people, such as the shift manager, general manager, customer service department, and owner, as applicable. Some of the recipients may be more proactive than others.

2. I always make outlines when I write complaint letters. It is crucial that you jot down everything you can remember as soon as possible following the incident in question so you don’t forget any details by the time you sit down to write complaint letters. Use the following format to write complaint letters:
   
   -Brief Introduction: Greet the recipient and identify your relationship with their business
   
   - Description of Incident: When you write complaint letters, you should include the date and time of the incident, the name of the employee or a precise physical description if the name is unknown, and all of the details surrounding the incident, including any witnesses, particularly if they are other employees so the manager can confirm your story.
   
   -Effects of Incident: State how the incident adversely affected you.
   
   -Future Actions You Will Take: Future actions you will take may include not returning to the store or sharing your bad experience with others and warning them to do business elsewhere. This is very important to include when you write complaint letters.
   
   -How You Would Like it Resolved: If there is anything the manager can do to make the situation better in your eyes, write how you would like it resolved. If you feel there is no way it can be forgiven, be sure to say so.
   
   -Conclusion: Thank them for their time and attention to this matter and let them know you hope it can be resolved.

3. Always write complaint letters using perfect language and grammar. If you are not the best writer, have a friend check over your letter. Poorly written letters are often discarded or not taken seriously.

Tips & Warnings

• Always write complaint letters in the first person. By using “I” and “me”, you can help the reader put himself in your shoes and relate to you.
• Do not write complaint letters by hand. By typing your letter, you will show that you were upset enough by what happened that you took the time to write it. Also, this way your individual handwriting will not distract the reader from your point. Write complaint letters using a normal font and size, such as Arial or Times New Roman 10-12 point and print them on letter-sized white paper.
• Never write complaint letters that are threatening or contain vulgar language. You do not want to offend whoever is reading it. Remember- you want them to sympathize with you.

[nycgalinpa]

on 10/27/2009 Very thorough well written article. 5*

[63miranda]

on 3/27/2009 Great article on writing complaint letters. 5*

[jskains]

on 3/27/2009 Great article and info!

[kp3028]

on 3/27/2009 the only way for companies to know what is really happening is to hear from customers. But don't only write letters to complain. if something goes well, tell them as well. that is truly rare. *5

[SchoolOfLife]

on 3/16/2009 You did a great job on this article, very informative. Thanks! :)