When directing your complaint to a company executive, write your letter in a business format. Keep your letter concise and to the point, clearly stating the reason for your complaint. Proofread your letter for spelling and grammatical errors. Your letter should be limited to one page, as executives usually will not take the time to read a lengthy letter.
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Difficulty:
Moderately Easy
Instructions
1
Address your letter to the corporate executive using formal titles such as Mr., Ms. or Miss. Use a business format when writing the letter. Business formatting uses a left-justified margin with single spacing and includes a return address, date, salutation, body and closing. Be sure to include the company name, address, and title of the executive. Clearly state your contact information including your name, address, email address and phone number.
2
State the reason for your complaint in the first paragraph. Be direct and stick to the facts. State any relevant information about your complaint such as dates, times, products, warranty information and service contracts. You may attach any supporting documentation such as receipts or signed contracts. Do not express emotion, as this will distract from the purpose of the letter.
3
Suggest a resolution to your complaint in the second paragraph; list options that you would accept as a resolution to your problem, such as a refund, product replacement or repair. Keep the tone of your letter positive; do not use angry or threatening statements.
4
Thank the executive for taking the time to read your letter. Express confidence that he will offer an acceptable solution to your problem. Also, state that you are looking forward to a response to resolve your issue quickly. Keep a copy for your file before mailing the letter.
Responding to customer complaint letters appropriately is crucial if you want to earn an excellent customer service reputation. By failing to handle...
