To write a complaint letter that gets results, say at the start what went wrong and what you want, give every detail, attach copies of your documents, say what you have already tried, stay polite, add your contact details, check the letter, and send it in a way that proves it arrived.
Are you frustrated with the pair of shoes you bought online a couple of days ago? Or did you not get the service you usually get at your favorite hotel? Then it may be time to send a complaint letter to the business that ruined your day.
Before you write, though, try to solve the problem with customer service. If that does not work, open your laptop and write the letter. These 8 steps show you how to complain and get results.
1. State your purpose
Right from the start, tell them exactly why you are writing and what you want. Do you want a refund, an apology, or the item you actually ordered? Keep your demands reasonable. If, for example, a hotel security guard was rude to you, do not ask the management to fire him on the spot.
2. Give all the details
If your complaint is about a product you bought, list its make, model, serial number, size, color, and every other detail that matters, such as the date of the purchase and the order number. If it is about a service, state the time and the place, and describe the person involved.
3. Include copies of all relevant documents
Do you still have the receipt or the warranty card? Send copies along with the letter, and keep the originals. They make it easier for the business to trace the issue.
4. Tell them what you have already done
List the steps you have already taken to solve the problem, such as calling customer service, with dates and names if you have them. If you do not say so up front, they may simply send you back to customer service and waste your time.
5. Be polite
There is no need to be rude. The person who reads your complaint probably had nothing to do with the bad service or product you received. Rude remarks or threats can even get you into legal trouble, and the business would have them in writing. Remember that you are writing to get your problem solved, not to create new ones. How not to be rude when writing helps you find a tone that is firm but polite.
6. Include your contact information
A quick solution needs the other party to be able to reach you. Tell them whether they should call, email, or write to you. If you prefer calls at specific times, say that too.
7. Read it aloud
Before you print and send your letter, read it aloud to catch mistakes such as typos or bad grammar. A letter full of errors is easier to dismiss. You can also paste it into the Spell Checker, which underlines spelling, grammar, and punctuation issues so that you can fix them quickly.
8. Send it by certified mail
Some businesses do everything they can to avoid paying compensation. If you send your complaint by regular mail, they may claim that they never received it. Certified or registered mail needs the receiver's signature, so you have proof that the business received your letter and of who signed for it. If you send your complaint by email, keep a copy of the message and the date you sent it.