Are you frustrated with that pair of shoes you just bought
online a couple of days ago? Or did you didn’t get the service you usually get
from the hotel you frequent? Well, it’s time to send a complaint letter to the
business that ruins your day.
.
Actually, before you send that complaint, it’s best if you
talk it out with the customer service to deal with the problem. If that doesn’t
work, then go ahead, fire up your laptop, and write that complaint letter. Don’t
worry. We’re here to guide you on how how to complain and get results.
How to Write a Letter of Complaint
#1. State your purpose
Right from the get-go, tell them exactly why do you write
the complaint and what do you want. Do you want a refund, apology, or the exact
item you’ve ordered? Please be reasonable with your demands. If, for example, a
hotel security was being rude to you, don’ ask the management to fire him
immediately.
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#2. Give all the details
If your complaint is about a product you’ve just bought,
list the product’s make, model, serial number, size, color, and practically
every detail relevant about the purchase. If it’s about a service, state the
time, place, and details of the person in question.
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#3. Include copies of all relevant documents
You still got the receipts and/or the warranty card, right?
Send the copy along with the letter to make it easier for the business to trace
the issue.
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#4. Tell them what you’ve done.
No, we’re not telling you to confess about the bad things
you did last summer. We meant all the steps you’ve taken to resolve the issue like calling the
customer service and such. If you don’t say it up front, they’ll just try to route
you back to the customer service and waste your time.
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#5. Be polite
There’s no need to be rude. The one reading your complaint
didn’t have anything to do with the bad service or product you received. Being
rude or even making threats can get you in trouble
with the law. And the business will already have written proof at hand. Keep
in mind that you’re writing the letter to get your issues resolved and not to
add new ones.
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#6. Include your contact information
A swift resolution requires the other party to be able to
contact you. Tell them if they should call, email, or send a letter by owl. If
you prefer them to call you at specific times, tell them that too.
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#7. Read it aloud
Before you print and send your letter, keep in mind to read
it aloud to catch any mistakes such as typos or bad grammar. To make it easier
for you, just copy and paste your letter to the online spelling and grammar checker.
The tool will highlight all the mistakes
found in your letter so you can fix them quickly and easily.
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#8. Send it by certified mail
Some businesses will do whatever it takes to avoid giving
any compensation to customers. If you send the complaint by regular mail, they’ll
just deny they ever received your letter. Certified mail requires the receiver’s
signature so you have written proof that the business did receive the mail and
who received it.
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