How to Write an Effective Complaint Letter that Will Resolve Your Problem
If you have ever dealt with poor customer service or bought a faulty product that a store will not let you return, you understand how important it is to know how to write an effective complaint letter. Effective complaint letters are concise, to the point and persuasive.
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Instructions
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Use appropriate formatting so that your letter appears professional and easy to read. Type your letter so that the recipient of your letter doesn't have to decipher your handwriting, and make sure you use spell check. Find out who is in charge so that you can address your letter with a name. "To whom it may concern" is not as effective as "Dear Mr. Simmons."
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Begin your letter with the issue you want to address. Executives and business owners or managers are busy, and they prefer that you get to the point rather than beat around the bush. Be clear about why you want to make a complaint and what you hope to accomplish.
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Let the company know that you are a valued customer by explaining your history of patronage with the company. Make it clear that the company stands to lose your business if your issue is not resolved (if the issue is serious enough).
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Provide documentation related to your complaint, and mention in the body of your letter that you have provided documentation.
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In the last paragraph, explain what you want the recipient of your letter to do in response to your complaint. Request that your complaint be dealt with in a specific amount of time.
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Provide your phone number and email address. If you do not hear back within a week, follow-up with a phone call or write another letter to someone higher up the chain of command.
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References
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