Writing a complaint letter is one way that you can get a problem resolved or to tell a company about a product that you weren’t satisfied with. There can be many reasons to write a complaint letter but these letters are basically the same format used to get the best results from your letter.
If you are writing a complaint letter there are some things that you will want to do to make it most efficient. First thing that you want to do is to explain your issue in as few words as possible. One or two sentences should be enough to explain what the letter is about. This is just basically an overview of the letter and complaint. You don’t want it to be too wordy but direct and to the point.
Here are some of the basic parts of a complaint letter.
1. The first part is the reason, you want to say what product or service you are writing about, and what date it happened or purchased. Here you will want to give model numbers, names and any other details to support your claim.
2. The next paragraph you will want to explain why the service or the product didn’t meet your expectations. Or if it’s a billing error, you were over charged explain why you are being overcharged. This is the paragraph that you will give proof of your issue. If the product was suppose to work underwater yet you took it underwater and it quit working you will want to explain that you did as the product stated it would work and the product failed. Again you want to make this paragraph as detailed but very to the point. You can use bullets in this paragraph for emphasis.
3. The next paragraph is how you would like this problem resolved. Would you want your money back or the service which was performed redone at no charge, would you like free service from the company. This is no guarantee that they will meet your requests but what you are hoping to accomplish from this letter. If you have receipts, warranties, or other evidence send them the copies. Never send the originals, only send copies. Put a sentence in this paragraph that you have attached copies to document your compliant.
4. In the next paragraph give them a time limit on when you expect this to be resolved by. Explain to them what your next steps would be if this matter isn’t resolved by this date. You will also want to give your contact information and times when they could reach you at the numbers you provided them.
The complaint letter doesn’t have to be worded so it appears to be vulgar, simply state the facts, and how you want it to be resolved and give a time limit. Make sure that you make a copy of the letter before you send it, and send it by registered mail with a return receipt so that you know the person you are sending it to receive the letter.
Writing a complaint letter is one way that your complaint can be resolved if all other options that you tried have failed.
