How to Write a Business Letter (Complaint)

A standard business letter is easy to write. This is a good format to use for a complaint letter. You might need to write a complaint letter in many situations -- as a customer or client, as an employee, or as a business owner. Just stick with a formal tone, and format and you will get your message across

Difficulty: Moderately Easy

Instructions

Things You'll Need:

• white bond paper, or letterhead
• computer and printer or typewriter
• email
• an incident that has caused you to be angry or frustrated

1. Choose your paper. If you are using letterhead, either personal or professional, then you do not need to put your return address. If you are printing on bond paper, then the first thing you will do is put your return address at the top left hand side of your business letter.

2. After the return address, put the address of the company, and a contact name if possible. There are many ways to get an address by investigating the company on the internet, with the local Chamber of Commerce, or simply calling and asking for a contact name for a complaint letter. Many products, services and companies claim to have a Satisfaction Guarantee, and include a toll free number for customer service issues. But we are sending a letter! So just ask for a contact name and address for a complaint.

3. The formal business letter continues like this: Return address, inside address (person you are writing), date. Each goes on a separate line, against the left side (most common). Then comes the salutation, always use Dear plus a title and a name, such as Dear Miss Brown,. Unless you have a really good reason don't use any other salutation, this is no time to get creative.

4. Write two or three paragraphs of content. In paragraph one, introduce yourself and explain the purpose of your letter. I am writing to complain, etc.
   
   The second paragraph is where you outline your problem. Don't try to make it sound worse than it is, as a matter of fact, you should avoid inflamatory words and phrases. Simply state the events that lead you to be disatisfied.

5. An excellent topic for the third paragraph is to answer the question, What can we do to make this right? If you have a specific problem with the quality of a product or a complaint about food quality, you might request a refund. If you were disappointed by poor service, you might request a discount on future services. Again, avoid being inflamatory and trying to get angry, just think seriously about what this company could do to regain some of its standing in your eyes.

6. End your complaint letter politely. Again, don't be creative, simply put "Sincerely," and your printed name. Sign it and it can be sent on its way.

Tips & Warnings

• Include your email, many companies will respond quickly this way
• Include your mailing address, some companies will simply mail you a check, coupon, or replacement, without any additional communication.
• Remember that some of your benefit comes from simply getting it off of your chest. Some companies will not respond at all, or will be so disorganized that your complaint never reaches its intended recipient.

[lezsays]

on 3/21/2009 Very effective!5

[waiting4rain]

on 3/11/2009 You explained how to write a letter of complaint perfectly. As a business owner, the part about what you can do to make it right really resonates with me. I've only ever received one letter of complaint, which I immediately responded to, and offered 2 possible ways to resolve the complaint. I never heard from the person again. sigh. I really wanted to make her a happy customer. Thanks! 5*