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21. HOW TO WRITE A LETTER OF COMPLAINT.
Making complaints about someone is always a sensitive issue and writing about it is a much more difficult task as everything would be documented. Writing a complaint letter is, therefore, something that should be done with utmost care. This article on complaint letter format will provide you with tips on how to write a complaint letter and also give you a few complaint letter samples for your reference.
How to Write a Complaint Letter?
Complaint Letter Samples
Complaint Letter Sample for Poor Maintenance of the Garden and Improper Waste Disposal
Complaint Letter Sample for Damaged Product Received
Complaint Letter Sample for Installation of New Street Lights
FAQs on Complaint Letter Format
How to Write a Complaint Letter?
Complaint letters are written to the concerned authorities when you are not satisfied with some service, or you have a problem that needs to be addressed. See to it that you write the letter in a polite manner. The format of a complaint letter follows the format of a formal letter. To write a complaint letter, you can start with the sender’s address followed by the date, the receiver’s address, the subject, salutation, body of the letter, complimentary closing, signature and name in block letters.
Why do we write a complaint letter?
A complaint letter is written with the aim and hope of finding a suitable solution for a problem that has not been addressed. There is an umpteen number of problems faced by people, and raising complaints to bring these problems to the attention of the higher authorities is the only way to rectify the problems.
How do I write a letter of complaint?
When you write a complaint letter, make sure you state the problem in a clear and concise manner. Do not exaggerate. Explain the difficulties faced due to the problem and see to that you address the problem on a kind note. Do not express anger or sarcasm in your letter.
What is the most important factor in a complaint letter?
The most important factor in a complaint letter is the problem. Ensure that you explain the problem properly and state the seriousness of the problem. Be sure to include any documents or copies of documents that might serve as proof.
Complaint letters should be straightforward and to-the-point, with a pinpoint focus on what you are asking the company to resolve or otherwise make right. Proper preparation will help you focus on the problem itself rather than your feelings about it. This will help you get your point across and, hopefully, inspire the company to rectify the situation.
Record the Specific Events
Whether your complaint is about a substandard product or service or an employee's behavior, be sure you record the specific facts of the situation right away. This will ensure that you have all the details when you start writing your letter. Include the time, date and location of the incident, the name of the employee or product, and any other pertinent information. Take special care to record the facts from an objective perspective, as this can help you keep the tone professional once you start writing.
Find the Proper Recipient
Identify who should receive the letter or email rather than sending it to a general inbox or mailing it "to whom it may concern." If you don't, chances are that your letter will never be read. If necessary, call the manager of the location where the incident occurred or reach out to the company headquarters to find out who handles concerns like yours. You may also be able to find the appropriate contact information on the company's website.
Step-by-Step: Writing Your Complaint Letter
A well-written complaint is more likely to get results than a verbal one. When a customer sits down and writes a letter or email of complaint, that generally indicates that the dissatisfied customer wants to preserve their relationship with the company by seeking a resolution to the problem.