Type your complaint letter for a more professional look.
Writing a letter of complaint is often an undesirable task. However, if it's done well, it can resolve problems. A complaint letter is often more effective than a phone call or email. Unfortunately, many people choose not to complain and instead deal with lost money, unnecessary stress or wasted time. Knowing write a complaint letter can help you achieve your desired outcome.
Instructions
1. Gather evidence to support your complaint. Write down names of individuals you interacted with, the time and date you spoke with them and where they were working. Refer to your timeline for credibility.
2. Find the contact information of the recipients. Make sure your complaint letter is sent to the right person. Make a phone call to ask for a list of names and specific titles or use the company's online website to find corporate contact information.
3. Type your complaint letter. A typed letter appears more professional and will likely be taken more seriously than a handwritten letter. Use a spell checker to prevent spelling errors that could distract in conveying your message. Limit your letter to one page.
4. Explain what happened in a direct and concise manner. Keep your letter in an organized business format and avoid writing anything negative about the people with whom you dealt. Show that you are normally a tolerant person, as this gives your complaint more credibility.
5. Describe your loss and your compensation request. Suggest what the company can do to make you a satisfied customer again. Let the company or individual know that it is better than this recent behavior. This allows the company to make amends.
6. Revise your draft. Take the time to edit your draft in case you missed something important. Have another person read it from an objective standpoint.
7. Include your contact information. Write your name, address, work and home phone numbers so someone can respond to your complaint. This also adds to your letter's credibility rather than it being viewed as an anonymous complaint letter.
8. Send copies of your letter by certified mail. Send a copy of the letter to the person you originally dealt with, his manager and any people in upper management positions such as the president or CEO. People are generally more likely to respond to your request when they see that it was written to others as well. Include a CC at the bottom of the letter containing a list of individuals who were also copied on the complaint letter, along with their respective titles.
