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Download complaint letter sample in Microsoft Word format.
A Closer Look at an Effective Complaint Letter Sample
Have you recently been wronged in some way by a business or some other organization and you need to construct and send a formal letter of complaint? If so, there are several things you need to keep in mind to ensure that A) your letter gets read and B) that it’s effective. To help you with this task, here we will outline some of the basics with regard to writing these types of letters and show you what items and language you should look for when searching for and consulting an online complaint letter sample.
Writing a Complaint Letter: Some Things to Keep in Mind
When you have been wronged in some way by a business, whether it was by a rude employee an incomplete or defective order or any other type of problem, one way you can voice your ire and frustration is through a formal letter of complaint. Before you do, though, you may want to take a deep breath to ensure your letter will not be based purely on emotion, but rather on the relative facts of this particular matter. Here are just a few other things to keep in mind:
- Keep it short. According to experts, the number one problem with many complaint letters is that they are too long, and that is a big mistake. The best way to present the facts of a particular case and ask for a solution is to keep your letter short. Letters that ramble on for five, six or seven pages will not only be ineffective, but in many cases they will never get read at all.
- Send your letter to the correct department. When sending a letter, it’s important to address it to the correct department. Most major companies have a customer service division or a department known as consumer affairs that handle complaints such as yours. You can usually get their direct contact information from the company’s website or by calling the general information number.
- Use the correct format. A complaint letter, whether in the form of a hard copy or email, should be written using the business letter format. Using this format as opposed to other letter-writing styles will make your complaint letter look official and improve the odds that it will be read and responded to.
Complaint Letter Sample: How Should Your Letter Be Constructed
While there are many different complaint letter samples available online, the most effective ones will usually contain a mere three paragraphs. Each of these paragraphs has a function which we have highlighted for you below:
- Paragraph One. In the first paragraph of your complaint letter you will want to identify the issue—your reason for sending the letter. Try to be very specific here, yet short and to the point. Include any relevant information which explains how you were wronged, but resist the temptation to use spiteful language. Keep in mind that you always get “more bees with honey than with vinegar.”
- Paragraph Two. In paragraph two you should state what you would like done to resolve the matter. For example, if you received a defective product, you could ask for a refund or a replacement. If rude service was the problem, you could request an apology or some type of coupon. Try to be realistic about what you want to happen and the company will usually oblige you.
- Paragraph Three. In paragraph three, the last paragraph of your letter, briefly thank the customer service or consumer affairs department for taking the time to read your letter. In most cases these people had nothing to do with the problem that occurred, but they possess the power to make the situation “right.”
An effective complaint letter sample should always be constructed in the manner outlined above. After completing your letter, be sure to sign it at the bottom and provide the company with all of your contact information so they can easily reach you to resolve the issue.