How to Write a Complaint Letter

Want to complain? Write a letter. Sure, you can do it over the phone. A written one, however, gives you documentation, apart from having all the time in the world to properly word your complaint. The last thing you want is to complain in a way that puts the offending enterprise on a defensive and, most of the time, doing it over the phone ends up that way.

Here's how to buildings your letter of complaint:

Complaint Book

1. Introduction. Explain the situation (e.g. I bought a product from your online store), the problem (e.g. It died when I plugged it in) and state your prospect (e.g. I'm hoping to get a refund).

How to Write a Complaint Letter

2. Body. In the body, provide evidence to back up the complaint, explaining it point by point. Give them the details of your buy (e.g. Receipt number, the name of the sales clerk, exact date and time), how you used it, what you staggering it to do and what need up happening. You can also information previous experiences with their enterprise to compose yourself as a long-time customer. Use a neutral tone and avoid pointing fingers.

3. Closing. Summarize the whole complaint in your closing, but do it in no more than three sentences. Again, keep a neutral tone and avoid attacking the company. Make sure to state the staggering resolution in no uncertain terms, so that they know exactly what kind of reparations you are seeing for.

How about grammar and structure? While you won't be graded or chastised for poor writing skills, fixing up your language will ensure that your message isn't lost amidst unclear text. You don't have to spend an whole day proofreading it, just put it straight through a excellent writing software to iron out any distinct mistakes.

How to Write a Complaint Letter