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 company on a defensive and, most of the time, doing it over the phone ends up that way.
Here’s how to structure your letter of complaint:
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 expectation (e.g. I’m hoping to get a refund).
2. Body. In the body, provide evidence to back up the complaint, explaining it point by point. Give them the details of your purchase (e.g. receipt number, the name of the sales clerk, exact date and time), how you used it, what you expected it to do and what need up happening. You can also detail previous experiences with their company to establish yourself as a long-time customer. Use a neutral tone and avoid pointing fingers.
3. Closing. Summarize the entire 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 expected resolution in no uncertain terms, so that they know exactly what kind of reparations you are looking 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 entire day proofreading it, just put it through a qualified writing software to iron out any obvious mistakes.