When
writing a complaint letter, you want to keep it short and to the point to help
ensure that your letter will be read in its entirety. If you write a seven page
complaint letter, it's highly unlikely that someone will sit down and read all
seven pages.
The
complaint letter should be addressed to the customer service/consumer affairs
department or the head office if there is no customer service department. The
address and contact information of the customer service department should be
available on the company's products or website.
A
hard-copy complaint letter should be written in the business letter format, while an email should be sent in the
same format but without the heading (your return address, their address, and
the date).
Complaint Letter Writing
In the first paragraph you should identify what the issue is and any relevant information that you believe is important. Be sure to include the following information if it's applicable to the situation: the date/time of the issue, location, name of person on duty, name of product, what the problem was, your account number, model number, price, warranty information and reference number. Be sure to stick with the facts and avoid putting emotions into your letter.
The
next paragraph should state what you would like done to resolve the situation.
If you received poor service, you could request an apology or a coupon. If a
product malfunctioned, you could request that you could exchange the product
for a new one or request a refund.
The
last paragraph should thank the reader for the time. You can also throw in some
compliments about something you liked about their company's product or service.
You
should include your telephone number/e-mail address after your printed name so
that they can contact you ASAP if necessary.
Be
sure to keep a copy of the letter for yourself and include photocopies of any
relevant documents and enclose them with your letter.
