How To Write An Effective Letter
Of Complaint
Every year, millions of people write a letter of complaint.
Because you are one of the crowd, you'll want your letter to stand
out. Put yourself in the place of the person receiving your letter
and remember that your goal is not to get revenge or to express
your perhaps considerable anger, but to get results.
The best way to get a desired result is to make your letter
short, factual, and reasonable. Good humor doesn't hurt either.
Write a letter of complaint about:
- billing/collection/financial/ordering errors
- children and/or pets: misbehavior/damage by
- community or neighborhood problems: unkempt property/
loud noises/disturbance
- delays: late
reply/shipment/refund/merchandise/supplies/ payment
- employees: incompetent/rude/inappropriate
behavior
- legislative problems: high taxes/unfair laws/pending
bills
- merchandise: defective/damaged/dangerous/missing
parts, instructions, or warranties
- mistakes, misunderstandings, personal errors
- policies: unfavorable/restrictive/discriminatory
10.schools: undeserved reprimands/undesirable programs 11.suspected
fraud, misleading advertising, unfair practices,
discrimination
How to write an effective letter of complaint: What to do and
what not to do.
- State the problem clearly, briefly, and fairly: what
it is, when you noticed it, how it has inconvenienced you, what you
have done, and what needs to be done to correct it.
- Give all important facts: date and place of purchase,
sales slip number, detailed description of product or service,
serial or model number, amount paid, name of person who performed
the service or sold you the item/gave you the wrong information,
your account number or charge card number, history of previous
correspondence.
- Provide complete and accurate names and addresses,
both your own and the person to whom you are writing. Also include
your home and work phone numbers.
- Include appropriate documentation such as sales
slips, warranties or guarantees, previous correspondence, copies of
pictures of damaged item, repair or service orders, canceled
checks, contracts, paid invoices.
- Tell why you think it's important that the complaint
be taken care of and state clearly what you expect from the person
or company. Request a reasonable, possible solution.
- Suggest a deadline for the action requested.
- If your complaint involves an incident with an
insolent sales clerk, another driver, a belligerent or threatening
stranger, include the date and time of the incident, the name of
person involved, where it occurred, names of witnesses, and any
other significant details.
- In closing, express your confidence that the matter
will be taken care of to your satisfaction.
- Avoid sarcasm, accusations, abuse, recriminations,
blaming, smart remarks, and emotional outbursts. You will only
antagonize the very person who is in the best position to help you.
Negative letters are not only ineffective, they also make you look
foolish.
- Do not threaten to sue. This is generally recognized
as a bluff; people who are really going to sue leave this
announcement to their lawyer. You could say that you are going to
take the case to small claims court. This is one possible way of
achieving a quick, inexpensive resolution.
- Do not hint for free products or "compensation"
beyond what you are due.
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