How to Write or Draft a Complaint Letter
Complaint letters give you the chance to formally express your dissatisfaction with a product or service. They also provide a sense of empowerment for consumers who want to feel as if they have a forum when dealing with big, faceless corporations. Most companies have a department that exclusively handles customer complaints. They will often send back an apology letter or some incentive as a way to apologize to the customer or client. Use business format to write a complaint letter, and ensure that your main point is not lost in a torrent of anger or resentment.
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Instructions
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Left-justify your letter so the left margin is aligned all the way down the page. Type your name, address and the date. Research the company to whom you are writing, and find the name of the complaint department head, or the name of someone in customer service. If you cannot locate this information, call the company to whom your letter should be addressed and follow those guidelines. Type the subject of the letter. If you have a customer ID number, write that first, then the reason for your complaint.
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Begin by concisely explaining the nature of your complaint, the date on which it occurred, the name of those involved, the product -- if applicable -- or the service that you feel was inappropriate. Be specific. If your complaint is about customer service, you must have the name of the person with whom you spoke. If your complaint is about a product or about a shipping error, name the product.
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Express the ways in which the company can resolve your complaint. Again, it is important to be specific. If you would like a replacement product, state this fact. If you want an apology on behalf of the customer service representative who treated you badly, make this known.
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State that you would like the issue resolved in a timely manner and that you expect a reply to your letter. Remind the company of its commitment to customer service, and -- if applicable -- express how many years you have been a customer or client. Express your disappointment at the treatment you received and your hope that it will not happen in the future. Indicate that the lack of a resolution may result in you taking your business to another company.
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Conclude by expressing your gratitude for the reader's attention. Type your contact information, which includes your mobile phone number, home phone number and email address. If you are including supporting evidence, write "Encl" after your typed name at the bottom of the letter.
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Tips & Warnings
Make a copy of the letter for your records.
Follow up with the company if you have not received an acknowledgment letter or phone call within a week's time.
Avoid using angry or bitter words. Keep emotion out of the letter, but state the facts as they happened without omitting any relevant information.
Do not write a letter longer than one page.
