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Download complaint letter sample in Microsoft Word format.
How to Write a Business Complaint Letter
The ability to write a proper business complaint letter is a priceless skill that can save you hundreds, even thousands of dollars over the course of a lifetime. When you consider that most large businesses field hundreds of complaints every year, though, it’s not all that difficult to see why only a select few will be responded to with an acceptable response and compensation. If you need to write such a letter (and you definitely will at some point in your lifetime), and you want to get that letter noticed so you can achieve results, you’ll need to understand some of the effective letter-writing basics, which is exactly what this brief article is intended to teach.
How to Write a Business Complaint Letter: The Basics
Writing a proper business complaint letter is actually much easier than you may think, but there are some basics to keep in mind in terms of how to structure that letter, the wording you will use in the letter’s body and to whom your letter should be addressed. Some of these basics are covered below:
• When addressing your letter, aim for someone with the authority to provide an immediate response to your problem. In large companies this may be the head of the customer service department (also called customer relations) and in smaller companies, the owner or President of the business is usually your best bet.
• Structure your letter using the business format, as opposed to a more casual and informal style, and always type your letter. Handwritten letters will seldom get results.
• Begin your letter by specifically explaining the problem that occurred and use data whenever possible. For example, if your problem was with a product, explain that product by providing the model and serial number, the date the purchase was made and the store in which you were shopping.
• Be firm but nice. Letters that “rant and rave,” using threatening, rude or sarcastic language are far less effective than those written in a businesslike manner with a professional tone.
• Be clear about what you want to happen as a result of the mishap. This could range from a refund to an exchange to just a simple apology.
• When sending your letter, be sure to include copies (never originals) of any relevant documents that will prove your claim (i.e. receipts).
• Provide your full name, address and information on where you can be reached, including day and nighttime phone numbers.
• Make and keep a copy of the letter you have written and any relevant documents for your records.
By following these few simple rules when writing your business complaint letter you will demonstrate your professionalism to the business with which you have a dispute. This will significantly enhance the likelihood that your letter will be read by the appropriate person and increase the probability of attaining at least some level of reimbursement for the difficulty you encountered.