How to Successfully Write a Complaint Letter
Complaint letters are useful tools for helping you to express dissatisfaction with a product or service, and enable you to explain the situation in more detail to those within a position of responsibility within the organization. Complaint letters can enable the organization to begin processes which resolve the situation and prevent it from occurring again. Part of this process may include being compensated for the money and time that you lost in the negative experience.
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Instructions
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Write your address on the top of the letter. Include any other relevant contact information, such as your name and email address. Write the date and the the name and address of your letter's destination. State what the letter concerns. This is normally done by writing "Re:" and the subject.
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Provide the date and location where you bought the product or where the negative event occurred in the body of your letter. Explain exactly how the product or service failed your expectations and whether this contradicts any promises or assurances which the company has previously expressed.
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Detail what action you'd like taken, such as a refund. Write what action you'll take if you don't receive a satisfactory reply. Sign your name at the end of the letter.
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Send the letter to several sources. One letter can be easy to ignore, and may not be passed along if one of the individuals mentioned within it has access to the correspondence. Consider finding the address of several relevant departments within the organization, ensuring that it'll be viewed by an independent third party.
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Write follow-up letters if you haven't received an adequate reply. Organizations may be tempted to ignore your complaints if they believe that they are temporary and unsubstantial. Suggest within the letter that you intend to tell friends not to use the company's services or tell local media outlets about your negative experience if you do not get some satisfaction.
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References
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