How to Write a Complaint Letter and Get the Results You Want

If you've received bad service from a company, it's important that you inform management of your complaint. If the on-premises management fails to resolve your complaint, it may be necessary to contact corporate. A well-written complaint letter will advise them of the problem and offer you a better chance of resolution.

Difficulty: Easy

Instructions

Things You'll Need:

• Paper
• Pen
• Contact information for company

1. Find the contact information for the company. Ideally, you want someone in the executive office, such as the CEO or President of the company. This can usually be found on the company's website. In the case of a publicly-traded company, contact information can generally be found within stockholder information.

2. Describe your complaint clearly. Be sure to include specific facts, such as store location, date and time of the occurrence and names of people who were involved. If you did not get the name of the employee, try to at least give their position (manager, cashier, salesperson, etc).

3. Explain what you expect in order to consider your complaint resolved. An apology, refund or gift certificate are common requests. If you fail to include what you expect from your complaint letter, the person handling your letter is left in the dark.

4. Thank the person for their time and attention to the matter. By thanking the person in advance, you are leaving the person with the impression that you expect your complaint to be addressed appropriately.

Tips & Warnings

• While you may be understandably upset about your experience, it's best to keep a business-like tone in your letter.
• If your handwriting is difficult to read, you may wish to type your letter instead.
• Don't make threats in your letter. It will put the reader of your complaint letter on the offensive and make them less likely to consider your request for resolution.