Tips to Write a Sound Complaint Letter

A complaint letter, also known as, a letter of complaint is a type of formal letter that is written to express a grievance or discontent towards a definite organization, man or situation. These letters ask for a plea to take the required performance to solve the problem when all the other attempts to find a explication fail.

These are written to deal with situations in different walks of life. For example:
a) A letter of complaint against a neighbor to the implicated authority for trespassing.
b) A letter against the company by an manager for delayed compensation.

The letter legitimizes a problem and hence is a great instrument to conclude issues. However, writing an efficient complaint letter is a small challenge that needs to be dealt with. Here are definite tips that can help you write a sound complaint letter.

1. Identify the right recipient of the letter - Before writing the letter, it is very important to Identify the right man or the authority to whom the letter will be addressed to.

2. Brevity of the subject - The subject or the purpose of the letter should be brief but clearly stated. The subject should not be more than a line.

3. Sense information - Do not forget to mention your complete Sense information. This will be used by the implicated authority to reply to the letter.

4. Clarity of the problem - The problem situation should be clearly but briefly stated. Avoid fabricating the problem by over-expressing your personal emotions thereby digressing from the main points.

5. Inclusion of all the factual information - any factual information that either describes the problem more vividly or adds weight to your earlier efforts to solve the problem should be accurately mentioned. For example, the date, place and bill number of the buy of faulty equipment.

6. Tone of the letter - The letter should be assertive, professionally-worded but not rude at the same time. Avoid sarcastic and abusive statements.

7. Relevant enclosures - Attach the copies of all the former documents relevant to the problem.

8. Impact of not attending to the problem - To ensure that the implicated authority takes your plea seriously, do mention the loss that will arise to the authority or the faulty organization by not redressing the problem.

9. Constructive comment - In a complaint letter, you can liberally criticize the faulty for production false promises and maintaining a fake good reputation. This may help you seek a quick response to the letter.

10. Suggestions - After stating the problem, if you have any alternative solutions to deal with the problem, do mention them in the letter.

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