Writing a complaint letter for what you believe to be poor service or a bad product? Here are a few tips to make sure that your message gets across in the most effective way possible.
Look professional. If you’re sending a letter via snail mail, type it up in a format that lends it a professional appearance. Check out your writing reference software for proper letter templates.
Sound professional. Write the letter in a professional tone, the same way you would communicate with potential business associates. A complaint is much like any business transaction – you’re negotiating with another party in order to satisfy your requirements. Use a grammar checker to make sure your writing is put together in a clear and correct manner.
Propose a realistic solution. Tell the company, in no uncertain terms, what results you are looking for in your complaint. Do you want the product exchanged? Would you like to be paid for your trouble? Be realistic, though. The solution should be in line with the existing problem.
Don’t be emotional. Threatening to boycott the company or spread ill will about them gives the company no incentive to resolve the issue. If you put people in a defensive position, they will react accordingly. A lost client, to many businesses, will be near-impossible to win over – why would they bother trying?
