Sometimes, things occur which are not only vexing, but cause us great difficulty, whether in business transactions or purchasing consumer goods and services. There are just times when we have had poor service from a company and need to express our concerns, get a refund or a replacement. To help move the issue along, and resolve it in good faith, one often must compose a complaint letter. In order to create a good quality letter, one that will get you the response that you need, we’ve compiled a small guide with an example, to get you started.
Elements to Consider When Writing a Complaint Letter
Complaint letters are the perfect way to work to resolve the issue. It is a document that you can send certified mail, and have a record of it being sent. This letter may also help you in legal matters, if the occasion should arise. When writing a complaint letter, you want it to be taken seriously so you obtain a favorable result. You want it to resolve the issue. Below are a few important considerations to follow when writing your letter.
Be direct and to the point. Include a detailed account of what occurred during the purchase of the item or service. Include dates, places and the names of anyone you spoke with.
What You Expect
After stating the incident, it’s time to state what you wish to have done about it. Do you want a replacement? Do you want your money back?
Keep the tone very professional and positive, and by all means do not compose this letter while you are still angry. Wait until you have a clear head. Anger, sarcasm and threats to sue will most likely put your letter on the back burner.
Depending on the transaction, make sure you make copies of all relevant documents for yourself, and to attach to the letter. These may include receipts, warranties, emails, or any other written document.
Remember, if they can’t get a hold of you, it’s all null and void. So be certain to include all of your most recent contact information.
Send it Certified Mail
Again, for your records, you want to send it certified mail. Make sure you get a signed receipt to keep for your records.
Sample Complaint Letter
555 W. Whipple St.
Alden, CA 55555
March 6, 2018
555 E. Chandler St.
Alden, CA 55555
Re: Purchase of spoiled goods
Dear Mr. Wilson:
This letter is to notify you concerning the purchase of spoiled goods on March 4, 2018.
I was assured the goods would be fresh upon arrival. Instead they were delivered spoiled. I am enclosing a photo as well as the delivery receipt.
I would like you to look into this matter, and either refund my purchase, or send out another supply.
Thank you for your kind attention to the above matter. Please feel free to contact me at any time: 555-5555; JaneDoe@mail.com.
Enclosures: Photo and receipt
Every complaint letter will be unique, depending on the type of transaction involved. But if you remember to include every name, date, detail, and back it up with the necessary documents, then your complaint letter has a better chance of leading to a resolution. Remember to keep the tone professional, non-threatening, and to the point. Send your letter certified so you receive a return signature, this you keep in your records as proof you sent the letter. A well written, and thoughtfully composed complaint letter is a good first step to get any issues resolved in a professional manner.