How to Write a Complaint Letter

The following is a step by step guide on How to Write a Complaint Letter

You may need to know how to write a complaint letter if you have purchased a faulty product, been treated rudely by an employee, or for any number of reasons. There is a right way and a wrong way to go about this in order to be effective and get results. Below are tips regarding how to write a complaint letter so that action is taken to resolve your problem.

Try to remember that venting in your letter or using harsh words will not produce the best results; you want to remain calm and handle the situation in an adult manner.

How to write a complaint letter that gets results

1. Before you begin writing your letter. It's best to try to learn who is in a position of authority or can do something about the situation before you address your letter. Sending your letter to the right person who has the power to take action is your best bet.

2. Date your letter. Always date your letter at the upper left-hand side of the page. When someone receives a letter in the mail that is not dated, it may be difficult to know when it was actually written, since mail does get lost occasionally by the postal service.

3. Address your letter to the recipient. Once you determine who to write the letter to, skip 2 or 3 lines following the date and insert the address, which should include their name and address.

4. Salutation. In your salutation, simply include Dear "Mr., Mrs., Ms.," followed by their last name, then a comma.

5. Write the body of your letter, keeping it brief and to the point. Be precise, stating the nature of your complaint in a factual way, without coming across as emotional. Explain what the problem is, or what you feel is the cause of the problem. Also make it clear what action you believe the company should take, such as issuing you a refund or reprimanding an employee.

Always conclude your letter by telling the recipient how much you appreciate the time and effort they are taking in considering your complaint or problem. Tell them that you look forward to a quick response and resolution to your problem as well.

6. Close your letter. In signing your letter, use "Best Regards" or "Sincerely". Skip two or three lines so that you have room to sign your name, then type your name, address, telephone number and email address. Do not forget to include your contact information so that the recipient can contact you if needed.

More tips for writing your complaint letter

Always proofread your work, checking for spelling or grammar errors. Also, read it to make sure it comes across in a business-like tone, and doesn't sound emotional.

When you understand how to write a complaint letter properly, you are far more likely to get the results or solution you are hoping for.