A complaint letter is a good way to vent your frustrations in a professional way that gets results. When sent to the right person, action may be taken to correct the problem that was the source of your complaint.
It may be that you bought goods/services that turned out to be faulty, or you may have been treated rudely by a customer service representative. No matter what it is that led to your dissatisfaction, writing a complaint letter can be very effective.
1. Do some research. You want your complaint letter to reach someone in charge who has the authority to do something about the situation. Try to find out who that person is, so that you can direct your letter to the right person.
2. Address your complaint letter. In the upper left-hand portion of the page, type the recipient’s name, title, and company address.
3. Write your letter in a professional, concise manner. In writing your complaint letter, include the details surrounding your dissatisfaction. Open the letter with a sentence that summarizes the reason you are writing, and then proceed with the pertinent information. Keep your information brief and to the point, making sure that you include any dates, names, products, where purchased, serial numbers or other important details.
4. Close your letter. In your closing sentence or paragraph, thank the recipient for their prompt attention to the matter, and explain how they will benefit from solving the problem. Also mention that you look forward to a quick response.
5. Proofread your letter. Always proofread your complaint letter for spelling or grammar errors, and make any necessary changes before mailing.
Keep a copy for yourself, so that you have a record of your correspondence.
Sample Complaint Letter
City, State, Zip
Dear (Mr., Mrs., Ms.) followed by last name
Body of letter
Briefly explain the reason for your letter in the first sentence.
In the main body of your letter, explain the problem, when it happened, along with any other pertinent information. Describe the problem in detail, giving names if necessary, and any information that will assist the recipient in resolving the issue. The more information you can offer, the easier it will be for the recipient to resolve the issue.
Close by thanking the recipient for their time; tell them you look forward to an expedient solution.
Sign your name directly above the typed signature. You may also want to include your name, address and contact information at the top of your complaint letter so that the company can contact you. If you have letterhead stationery, use it; otherwise, type this information on the left-hand side of the page at the top, or center it across the page as a header.