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

Writing a complaint letter is an effective way of getting your concerns addressed.

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

Things You'll Need

• Contact information for company

Instructions

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. You usually can find this on the company's website.

2. Describe your complaint clearly. Be sure to include specific facts, such as the location of the store where the problem occurred, the date and time of the incident and names of people who were involved. If you did not get the name of the employee, try to at least note his position (manager, cashier or salesperson, for example).

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 her time and attention to the matter. By thanking the person in advance, you are leaving her 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.

• Proofread your letter for typos or errors.

• Don't make threats in your letter. It can make the reader of your complaint letter less likely to consider your request for resolution.

References

• USA.gov: Sample Consumer Complaint Letter