How to Write a Successful Letter of Complaint

Consumer complaints, such a stain on a blouse, should be outlined in a business letter.

Consumers should not hesitate to send complaint letters to product manufacturers whenever a purchase does not operate as advertised -- or to service providers whenever a repair or other action doesn't live up to expectations. Make your case in a clear, fact-based manner and tell the company what it needs to do to regain your satisfaction. A reputable firm should help you resolve the issue.

Things You'll Need

• Computer or typewriter
• Paper, envelope, stamp
• If you do not have a computer or typewriter use a pen. No pencils, please.

Instructions

1. Write your address in the upper right-hand corner of your letter. Write the date under it. Then add the name of the company's contact person -- if you know it -- below the date and flush left on the page. Write the company's address followed by a salutation, such as "Dear Mr. Smith." On the next line write, "Re: (account number or another heading)."

2. Begin the body of your letter. Use precise language in your complaint. State the problem in a factual, nonemotional way.

3. Give a brief explanation of what you believe the cause of the problem to be. For example, if you purchased a rechargeable unit and it won't hold the charge, state that. If a battery is involved and it won't stay in place, explain why you think it won't. Perhaps it has a broken prong. Don't just say something doesn't work. If parts are missing, specify those parts.

4. Explain what it is you want the company to do. Either say you want a refund or parts mailed to you free of charge or a specific repair.

5. Provide a timeline for when you want the matter resolved. For example, you might write, "I would like the matter resolved within two weeks, or I will consider taking the matter up with the Bureau of Consumer Protection."

6. Conclude your letter by telling the company representative that you appreciate her time, effort and consideration -- and that you look forward to a resolution of your complaint.

7. Include copies of records with your letter if you think that would help your case.

8. Sign your full name. You can also include a phone number if you'd like.

9. Make a copy of your letter for future reference.

Tips & Warnings

• Avoid any language that may be considered insulting. Have a friend proofread your letter for grammatical errors.

References

• The Consumerist; How To Write A Complaint Letter; Oct. 6, 2006