Letters of complaint can be a sensitive piece of writing. Done with little regard for professional presentation, they are likely to elicit nothing but a defensive or dismissive response. Instead of spurring positive action on the part of those receiving the letter, it is more likely that the complaint will be ignored or even resented.
Calm is the operative word when writing a letter of complaint. Whether you’re writing it to your cable provider, office supervisor or neighborhood association, an angry letter is less effective for getting what you want than one written clearly, concisely and with valid points.
Start Positively
Keep in mind that businesses and most people, in general, would prefer to co-exist peacefully instead of being involved in arguments and disputes. Know that the other party would probably like nothing more than to clear up the issues just as much as you do.
Write Clearly
Instead of writing while you are hot under the collar, let the emotions pass before composing your letter. When you do, make your points clearly. Outline your grievances in a list if you can to make it as unambiguous as possible. Use an English grammar software to ensure that your words are expressed correctly to avoid any misunderstanding.
Stick To The Subject At Hand
Many people make the mistake of rambling on about unrelated topics when writing complaint letters. The narrower the focus of your grievances, the sooner the other party can identify the problem on their part and foster a solution for it.
Follow-Up
Be patient. If you’re dealing with a problematic company, chances are good that they are receiving dozens of the same complaints daily. Wait a week (if the problem can wait that long) for a response and follow-up with another letter if you don’t receive any.
