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How To Write a Complaint Letter?
Now that every online service provider has its “Help” or “Contact Support” section, you can chat with its agents to raise a complaint and perhaps resolve the issue from the comfort of your home. But what if you are asked to write a formal complaint letter? Do you even know how to write a complaint letter?
Since getting in touch with the customer support team of a service provider has become a lot easier these days, a majority of us didn’t feel the need to learn how to write a letter of complaint. However, if your professor has asked you to draft one, or you genuinely need to raise a complaint in a formal manner, here’s everything you may need to know about writing a complaint letter.
What’s a complaint letter?
A complaint letter is a formal letter that addresses either a type of wrongdoing, grievance, offence, or resentment, arising out of a service, product etc. This form of letters is generally used to put forward your concerns regarding unfair things and seek resolution.
People often use this letter of complaint to vent out their pent up emotions caused by a bad experience or suffering. It is a fundamental right and duty of a citizen to seek justice for wrongdoing or injustice done to him/her, which can be done by writing a formal complaint letter.
How to write a complaint letter?
Writing a complaint letter is not very different than writing any other form of a formal letter. You just need to remember a few points while drafting a complaint letter and you will be fine. Even if you don’t know how to write a complaint letter, you can use these following tips to write yourself a decent complaint letter.
- Be very clear and concise:
In order to make your complaint letter impactful, try to be as clear as possible with your complaint. Describe the inconvenience you experienced and the product or service that caused you the trouble. Include the following details, if they are available to you:
- Serial or model number (if it is a product) or order number (if it is a service)
- The name and location of the seller or service provider
If you are following up on a conversation, remember to mention who you spoke to earlier and give the details of the discussion.
- State what you want to be done:
Mention it in your letter what you want to be done about the inconvenience you faced and how long you are willing to wait for a response. While mentioning this part, try to be reasonable.
- Keep yourself from writing insulting, sarcastic or threatening messages:
Since it is a formal letter, you need to maintain a formal tone throughout the letter. It is understandable that you are not satisfied with a product or service. But that should not translate into any insulting, sarcastic and threatening remark in the letter. The person reading the letter is not responsible for the inconvenience. If you want him/her to help you resolve the issue, avoid the mentioned elements and any other informal remarks in the letter.
- Attach the copies of relevant documents:
To help in the investigation process of the complaint you are rising, include a copy of relevant documents like receipts, work orders and warranties with the letter. If you have exchanged emails with the seller, you can attach the screenshots of that conversation as well. Keep the originals with you.
- Include your name and contact details:
Lastly, you need to mention your name and contact information (email or phone number). If there’s an account involved in the transaction, mention the account details as well.
It is advised to send the complaint letter to the responsible authority through certified mail and request a return receipt. This way you’ll have evidence that the recipient received the letter. Hopefully, now you have a decent idea about how to write a letter of complaint. However, if you still need some more details, you can refer to this following complaint letter example as a template.
A complaint letter sample
You can always add a few more details in your complaint letter to boost its impact. However, don’t overwhelm the reader with too much information. You can use the aforementioned sample for reference. However, if you still find some difficulty, help is just around the corner.
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