There are times when we are not satisfied by a service or product and we are bound to complain. Writing a compliant letter is one of the ways in which we can have our grievances heard. Many of the times we let emotions get better of us and this usually affects the way we write and how we express ourselves while writing theses letters and most of the time the result is usually ineffective. To write an effective complaint letter the following ideas will be important to consider.
You need to keep in mind that most of the errors are intentional and the companies and organizations may not even be aware of it. Therefore it is essential that you inform them of the circumstances as most of them want to address and clear up the complaints as fast as they can in order to keep their customers or members satisfied.
Letters that are addressed by use of title such as “dear sir” or dear “madam” or even “to whom it may concern” are not as effective as they may not reach the specified person and therefore you should also strive to address you letter to the right person by using titles such as the name and title of the manager or their assistants as this will ensure that the letter is received and your complaint will be addressed.
Even though you will be seething with anger or full of disappointment, you should ensure that you start the letter on a positive note as this will tend to get you more attention than when it starts with obscenities. Keeping the letter short and to the point will be easy for your readers to read and act upon them as compared to letters with long paragraphs. Honesty and straight forwardness in the details that will back-up your claim will work to your advantage.
Ensure that your tone is respectful and firm at all times as this will enable you keep the letter concise and professional. Avoid, as much as possible using aggressive and accusing language. To help you even more you must not make generalizations on the whole company yet you complain is focused on a single person, this will make you seem unprofessional and disrespectful.
The other thing to keep in mind is to avoid threatening the company with legal action even if it has repeatedly given you bad service and have refused to correct the situations. Only mention Legal action if you intend to follow through with it. Make sure that in cases of regular correspondence the letter should accomplish its purpose without having to destroy the relationships.
Ensure that you include your name, address and other contact details to allow the person reach you for discussion on any question or issues. You may also get signatures from other to make the letter more effective especially if you intend to denounce material from the media or influence legislation and such kind of things. Be clear concise and to the point and be sure to get rid of all errors to ensure that you the complaint will be dealt with effectively.