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How to Write Complaint Letters

Professional Writing Ser vices Complaint Letters

How to Write a Complaint Letter


Most of us really do not like to write letters of complaint. And why should we? After all, we write these letters because we received poor service, bad products, and/or ill (or unfair) treatment. We have already been harmed in some way, and on top of that, we have to take the time and effort to write a letter to persuade the offender to right the wrong.


If we have to write the letter, then we want it to lead to the desired results. The following suggestions will help you create a complaint letter that is more likely to be read and assist you in getting your problem solved.


Suggestions for Writing an Effective Complaint Letter


Address your letter to the appropriate person.


If possible, get the name and title of the person in the customer service department, consumer affairs department, or corporate office. If it is a small business, address the letter to the owner or manager. Many large retailers and corporations provide forms on their web sites that consumers can use to ask questions or discuss various topics including complaints. In this case, it is not really necessary to address the complaint to a particular person.


Keep your letter as short as possible.


Of course, you must explain the situation and state your grievances. But creating a concise (to the point) letter that is not too wordy or includes information that is not pertinent to the complaint will help you keep the word or page count down. If the letter is too long, it is less likely to be read from beginning to end. What is a suitable page count? In most instances, a one to two page letter is appropriate; the shorter the letter, the better.


Do not use emotionally “over- the- top” language.


When we are wronged, it is angering and hurtful. The experience may have inconvenienced us; been embarrassing or humiliating; cost us time, business, or money; or caused us to miss out on an important opportunity. So we may have every right to feel anger, hurt, or insulted. But the complaint letter should not be too emotional. Why? We want to be taken seriously. No matter how justified our feelings might be, we want the reader to help us with our problems. Therefore, we do not want them to tune us out or label us irrational.


The letter does not have to be ultra pleasant or devoid of emotion, but calmly stating the facts and feelings/thoughts about the situation is a better approach. Writing a letter that is rude, threatening, demeaning, or sarcastic might antagonize the recipient, which could affect the outcome. Listed below are examples of calm and more emotional sentences that might be included in a complaint letter.


Calm: “I am disappointed with the service I received.”

Aggressive: “Your ridiculous company has the worst customer service in the history of customer service.”


Calm: “I felt insulted by what the sales associate said.”

Aggressive: “Your lousy sales associate really pissed me off.”


Calm: “I am angry that the vacuum cleaner stopped working after one week of use.”

Aggressive: “How dare you sell me a piece of junk that didn’t even last a week.”


Calm: “The inconvenience this has caused me is upsetting.”

Aggressive: “Your incompetent company has inconvenienced me. This is absolutely unacceptable.”


Use a traditional business letter format to write the complaint letter.


The complaint letter should follow the standard business format. It should be typewritten, if possible.


Complaint Letter Content


Describe the complaint.


A complaint letter should begin with a description of the problem. This includes all relevant details such as date and time that the issue occurred, location, names of employees involved, and product/service description. Provide all of the important details about what happened. Some would advise you not to include your emotions in the letter. But as I mentioned above, if you feel that you have been treated unfairly, misled, spoken to in a rude manner, or experienced some other kind of mistreat pnutbibh. womens moncler jackets uk salement, then the business should know that. After all, they want to retain customers not run them away.  So, if you feel the need to discuss your feelings about the matter, then do so calmly and tactfully.


Suggest a remedy for the problem.


If there is a desired solution to the problem, then ask for it (e.g., replace a product, receive a refund, or make an exchange).


Thank the reader for their time and consideration.


It is a good idea to end the letter on a pleasant note by thanking the person for reading your letter and helping you resolve the issue.


Provide contact information.


If you want a response to your letter, be sure to include your contact information such as mailing address, phone number, and email address.


Other Important Considerations


Include documentation.


If there are records such as receipts, warranties, or business policies that support your argument, then be sure to include them with your complaint letter. Not only are these documents evidence but they also show that you are serious and knowledgeable.


Keep good records.


It is important to keep accurate and complete records of your contact with the company. These materials will help you prove your case, and they provide documentation for further action through a consumer advocacy group, government agency, or attorney – if it comes to that.


The Goal is to Create a Letter that is Taken Seriously


Writing a complaint letter is truly a hassle, but these tips can make it a little easier. Additionally, they will help you create a letter that is taken seriously and leads to the desired solution.



Reference


Letter Writing Guide, Writing a Complaint Letter, http://www.letterwritingguide.com/complaint.htm


Copyright © 2011 Katherine Williams. All rights reserved.



© 2014 Katherine Williams. All rights reserved.

Chicago, Illinois 60615 ♦ (773) 405- 5916

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complaint letter

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moncler outlet shop italy How to Write a Letter of Complaint Practice in Brainstorming Share Pin Email (Ann Ronan Pictures/Print Collector/Getty Images) Languages English Grammar Writing Tips & Advice Using Words Correctly Sentence Structures Rhetoric & Style Punctuation & Mechanics Developing Effective Paragraphs Developing Effective Essays Commonly Confused Words Questions & Answers Exercises & Quizzes Topic Suggestions Glossary of Key Terms Readings & Resources English as a Second Language Spanish French German Italian Japanese Mandarin by Richard Nordquist Updated April 22, 2017

Here's a project that will introduce you to brainstorming and give you practice in group writing. You will join with three or four other writers to compose a letter of complaint (also called a claim letter ).

Consider Different Topics

The best topic for this assignment will be one that you and the other members of your group truly care about. You may write to the dining hall supervisor to complain about the quality of the food, to an instructor to complain about his or her grading policies, to the governor to complain about cuts to the education budget--whatever subject the members of your group find interesting and worthwhile.

Begin by suggesting topics, and ask one member of the group to write them down as they are given. Don't stop at this point to discuss or evaluate the topics: simply prepare a long list of possibilities.

Choose a Topic and Brainstorm

Once you have filled a page with topics, you can decide among yourselves which one you would like to write about. Then discuss the points that you think should be raised in the letter.

Again, have one member of the group keep track of these suggestions. Your letter will need to explain the problem clearly and show why your complaint should be taken seriously.

At this stage, you may discover that you need to gather additional information to develop your ideas effectively. If so, ask one or two members of the group to conduct some basic research and bring their findings back to the group.

Draft and Revise a Letter

After collecting sufficient material for your letter of complaint, elect one member to compose a rough draft.

When this has been completed, the draft should be read aloud so that all members of the group can recommend ways to improve it through revision. Each group member should have the opportunity to revise the letter according to the suggestions made by the others.

To guide your revision, you may want to study the structure of the sample complaint letter that follows.

Notice that the letter has three distinct parts:

An introduction that clearly identifies the subject of the complaint. A body paragraph that (a) clearly and specifically explains the nature of the complaint, and (b) provides the reader with all of the information needed to provide an appropriate response. A conclusion that clearly states what actions are needed to remedy the problem. Annie Jolly 110-C Woodhouse Lane Savannah, Georgia 31419 November 1, 2007 Mr. Frederick Rozco, President Rozco Corporation 14641 Peachtree Boulevard Atlanta, Georgia 303030 Dear Mr. Rozco:  

On October 15, 2007, in response to a special television offer, I ordered a Tressel Toaster from your company. The product arrived in the mail, apparently undamaged, on October 22. However, when I tried to operate the Tressel Toaster that same evening, I was distressed to find that it did not fulfill your claim to provide "fast, safe, professional hair-styling." Instead, it severely damaged my hair.

After following the instructions to "set up the toaster away from other appliances on a dry counter" in my bathroom, I inserted the steel comb and waited 60 seconds. Then I removed the comb from the toaster and, following the instructions for a "Venusian Curl," ran the hot comb through my hair. After just a few seconds, however, I smelled burning hair, and so I immediately placed the comb back into the toaster. When I did this, sparks flew from the outlet. I reached to unplug the toaster, but I was too late: a fuse had already blown out. A few minutes later, after replacing the fuse, I looked in the mirror and saw that my hair had been scorched in several spots.

I am returning the Tressel Toaster (along with the unopened bottle of Un-Do Shampoo), and I expect a full refund of $39.95, plus $5.90 for shipping costs. In addition, I am enclosing a receipt for the wig I purchased and will have to wear until the damaged hair grows out. Please send me a check for $303.67 to cover the refund for the Tressel Toaster and the cost of the wig.

Sincerely, Annie Jolly

Notice how the writer has delivered her complaint with facts rather than emotions. The letter is firm and direct but also respectful and polite.

Revise, Edit, and Proofread Your Letter

Invite one member of your group to read aloud your letter of complaint and respond to it as if he or she had just received it in the mail. Does the complaint sound valid and worth taking seriously? If so, ask the members of the group to revise, edit, and proofread the letter one final time, using the following checklist as a guide:

Does your letter follow the standard format shown in the example above? Does your letter consist of an introduction, a body paragraph, and a conclusion? Does your introductory paragraph clearly identify what you are complaining about? Does your body paragraph clearly and specifically explain the nature of the complaint? In the body paragraph, have you provided the reader with all of the information needed if he or she is to respond effectively to your complaint? Have you conveyed your complaint calmly and clearly, relying on facts rather than emotions? Have you clearly organized the information in your body paragraph so that one sentence leads logically to the next? In your conclusion, have you clearly stated what action(s) you want your reader to take? Have you proofread the letter carefully? Show Full Article

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Complaint Letter of Complaint About a Neighbor

The l etter of complaint about a neighbor which may be coursed to a homeowners’ association (HOA) or a landlord expresses the inconvenience experienced by a tenant over violations of agreed-upon rules of conduct in the re

sidential area.

When verbal requests for a neighbor to modify inappropriate behavior (like making a lot of noise at night until the wee hours of the morning or engaging in illegitimate activities) fall on deaf ears, a formal letter of complaint may be sent to the landlord or HOA.

The letter may reasonably state the details pertaining to the breach of protocol while in the residential area, where homeowners or tenants have paid a premium to live in tranquility. Here’s a sample letter of complaint about a neighbor addressed to the property manager:

SAMPLE

December 2, 2010

Mr. Glenn Adams Property Manager Capitol Apartment Complex Harrisburg, Pennsylvania 08264

Dear Mr. Adams,

I recently moved into the Capitol Apartment Complex, Unit 2008, and have enjoyed my stay the first few days. However I do have a concern about my next door neighbor.

It has come to my attention that occupants of Unit 2009 have let relatives to take up residence in their area, thereby causing a commotion late at night and in the wee hours of the morning. Moreover, my next door neighbor has been allowed to park multiple cars in the ground floor area fronting the residential units. This goes against two items in the lease agreement stipulating that no more than two individuals may occupy each studio unit at any given time, and vehicles must be parked at the space allotted for cars in the second floor of the residential complex.

I suggest that a firm reminder be issued to the residents of Unit 2009 on certain regulations that unit occupants need to comply with.

Hoping you can address these concerns at the soonest possible time

Sincerely,

Merrill Harrow

Letter of Complaint on Workplace Harassment

A letter of complaint about harassment expresses how a person may have felt intimidated or offended by another individual’s behavior. For example, a colleague may have made offensive sexual advances.

Whether the request for sexual favor or oth

er forms of conduct of a sexual nature that unreasonably interferes with the concerned employee’s work and causes anxiety, is distasteful and frowned upon in most work settings.

The next logical step may be to write a formal letter of complaint that is assertive but not emotional, addressed to the Human Resources Department head or office manager. Usually, a reasonable timetable to allow an investigation and interviews on the people concerned may be set.

This is necessary before the aggrieved party considers other options. Here’s a sample letter of complaint on workplace harassment :

SAMPLE

December 2, 2010

Ms. Lizanne Uychaco Human Resources Department Head Empire Investments Company New York, New York 12345

Ref: Harassment in the Department

Dear Ms. Uychaco,

I am writing this letter to inform you about the harassment I was subjected to by my colleague, Mr. Robert Smith.

On various occasions in the past, Mr. Smith has been making lewd jokes before corporate meetings and casual encounters in the office. Last evening, though, he went a step further while I was busy rendering overtime work, touched me in private parts, and then forcibly kissed me. This offensive conduct is unwelcome. The harassment went way beyond my tolerance levels.

In all the 10 years that I have been working for the company, this is the only time I have encountered such a problem. It has caused me emotional distress. I therefore request that your office look into the matter, issue a warning to Mr. Smith, and consider possible change of work assignments for myself or for him.

I hope you can attend to this matter at the soonest possible time and take the necessary action.

Sincerely,

Andrea Solis

Letter of Complaint About a Faulty Product

A letter of complaint about a faulty product cites defects of flaws in a product that has just been purchased, and which in no way was caused by the consumer. The flaw may reflect that the product was in poor condition or had a defect, even before th

e purchase was made.

The purpose of the letter is to ask the company to rectify the situation by replacing the faulty merchandise with one that’s in good working condition, or refund the customer.

To write an effective letter of complaint about a faulty product and get the desired action, express your points concisely and politely, and be ready to substantiate your complaint. A letter of complaint about a defective product must include what the item is, the date of purchase, the retail store or branch address where the item was purchased, and what the defects are. Here’s a sample of a l etter of complaint about a faulty product :

SAMPLE

, January 01, 2011

Nancy Hampton Suite 2508, 25th Floor Pacific Plaza 410 Des Vex Road West Hong Kong, Alaska 99873

Ms. Ana Liu Customer Service Head Union Department Store 3/F., Block 2, Tai Ping Industrial Centre, Juneau, Alaska 99873

Dear Ms. Liu: Last November 28, I bought an electric tie rack at Union Department Store — the TR200 Electronic Rotating Tie Rack. After setting it up at my house on the day I purchased it, I discovered that the built-in light of said tie rack does not automatically switch on at the touch of a button, the way it’s supposed to do after the first try. Moreover, instead of a quiet, powerful motor, the device makes a jarring sound. Attached is a photocopy of my receipt.

The TR200 electronic rotating tie rack that I purchased from your store did not live up to its claims. Hence, I am requesting for a replacement in good working condition. Otherwise, I would like a refund. Sincerely,

Nancy Hampton

Complaint Letter on Radio & TV Broadcast

Listening to the radio and watching TV shows are some of the pastimes of people when they are at home. The problem is, there are times when the show presented in an immoral matter.

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n about a radio or television broadcast.

A Complaint Letter is essential to inform inappropriate shows to any TV or Radio Stations. If these shows present violence, sex and religion in a ridiculous matter, then people can submit letters as long as it was sent 20 days after these shows are first aired.

You need to write down all the inappropriate parts of the show and what apology do you wish for the broadcaster and station to do.

Here is an example on a complaint letter about a TV show and its content:

SAMPLE

, September 9, 2009

Donna Carter TV Host LIT TV 1206 Upton Avenue Portland, ME 04101

Dear Ma’am,

I send you this letter to inform you how dismayed I am after seeing your TV show “The Donna’s Show” last September 5 on 5:00pm. One of your show segments features “Lucy”, a single mother who is addicted to drugs and sex. I don’t like the portrayal of women in your show about single mothers that always love sex and having fun. I also think that the woman is swearing in front of the camera saying things like “bull_ _ _ _”, “mother_ _ _ _” and “_itch”.

Truly, I am offended because I am a single mother myself. The segment was not edited fully because I can still see how the words come out of her mouth and hear the ending syllables. I and my kids loved the show, so it was very devastating for me to see such a thing.

I would like to see the station making an apology about the show segment. Please also show the proper warnings and edit the segment more fully next time.

Thank you and I hope to take action as fast as possible.

Sincerely,

Jasmine Wood

Complaint Letter on Receiving Damaged Goods

Writing a complaint letter for receiving damaged goods that has been paid for requires tact and firmness. This type of letter is normally addressed to the head of customer service or manager if the product or service was purchased from a big company. Some letters may rant emotionally about poor service or product flaws, which should not be the case. An objective approach is better. Complete information (including date of purchase, which specific store branch/location the product was bought from, the model and name of the item) must be provided in the letter along with the complainant’s contact telephone numbers and address.

A photocopy of the receipt may be attached. The official receipt may be presented later on when the customer is requested to personally drop by the office of the company where the merchandise came from. The letter of complaint about a faulty product or inferior service must mention the problem clearly, and skip irrelevant details. Such a letter aims to get a replacement item or a refund. In some instances, an apology is in order. Here’s a sample complaint letter on receiving damaged goods :

SAMPLE

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Dec. 2, 2010

MR. HARRY ABRAM Mezzanine Floor Mandarin Oriental Hotel Hong Kong, IA 53421

Dear Mr. Abram:

Yesterday, December 1, I ordered a stylish-looking diamond cross pendant with silver chain for my wife and settled the payment online using my PayPal account. Your jewelry store at the Mandarin Oriental Hotel was referred to me by colleagues who said you carried one-of-a-kind vintage jewelry pieces made of the finest materials. Imagine my surprise when, upon receiving the package, the diamond encrusting the bottom part of the cross fell off.

Attached is a copy of my online transaction details. I hope you can replace the diamond pendant necklace at the soonest possible time, or issue a refund. I may be reached at +852 3602 2001. Sincerely Yours,

Bernie Johnson Customer

Letter to Complaint About Community Problems

Writing a l etter to complain about the community , aims to spur government officials or public service agencies to action. There are occasions when citizens feel the need to bring problems to the immediate attention of community leaders. A complaint letter about community problems is a formal way to do it. This type of letter should clearly and concisely state details about the grievance or issue of public concern.

There is no need to beat around the bush nor use flowery words with this type of letter. Simply go straight to the point after the initial greeting and brief introduction of the problem. The letter-sender may begin by citing his/her particular community or residential area, and then cite the main point or the complaint itself. The letter-writer may then immediately indicate the proposed course of action or offer assistance.

Here is an example of a letter complaining to the chief of traffic in a bustling city.

December 2, 2010

MR. DAVID JONES Traffic Chief City Hall New York, NY 10007

Re: rise in accidents from speeding vehicles in New York

Dear Officer Jones:

Along with other concerned citizens of New York City, I have observed that there is an urgent need to enforce a new speed limit in New York City. We have also noted the necessity of improving the traffic light system, particularly along Pennsylvania Avenue. It has come to the attention of residents in this area that the increase in vehicular accidents in said part of New York City has been due to speeding vehicles.

The fact that there are few traffic lights along Pennsylvania Avenue has also contributed to vehicular accidents.

We believe that these are pressing issues since public safety – both of individuals in our area as well as motorists — is at stake. We request for your immediate action on the matter.

Sincerely Yours,

Kevin Thomas

Letter of Complaint on a Delayed Order

A letter of complaint for a delay in the arrival of goods ordered, or for a requested service to be provided, seeks not just an explanation but action. Complaint letters of this type looks for results while expressing disappointment and/or dissatisfaction.

It’s best to write in a clear and polite manner to receive the attention deserved or the desired action. A letter of complaint about a delayed order must be addressed to a senior manager of the company, such as the head of Customer Relations or Chief Executive Officer. In certain cases, like if you ordered merchandise online, you need to allow several weeks before lodging a formal complaint about delayed delivery.

A standard letter of complaint regarding a delay in the delivery of an order will usually require a follow-up call or email to inquire about reasons for the delay. Here is a sample letter of complaint about a delayed order :

December 3, 2010

The Customer Service Manager Seasonal Impressions 864 Bridle Creek Dr Jordan, MN 12345

Dear Sir/Madam:

I browsed your website on November 1, 2010 and found some items I liked. I immediately placed an order for LED Cascading/Snowfall Christmas lights. That was over four weeks ago. The Christmas season is here, but I still have not yet received the item I ordered. As you can see from the attached photocopy of my transaction details, I paid extra for a rush order.

Your website assures prompt delivery of orders on completed transaction. My credit card company has confirmed that the exact amount of the items I purchased had been billed to my account, but I have yet to take receipt of the item I ordered. I have requested for my LED Cascading/Snowfall Christmas lights to be delivered by parcel to my residential address at 175 Daffodil Street, York, KS 55211.

If the item has already been sent out, please furnish me with the delivery tracking number. Please call me at (465) 896-5555 regarding the status of my order. I hope to hear from you soon.

Sincerely,

Aman Hapi

Letter of Complaint on Billing Error

A letter of complaint about a billing error must be sent at the soonest possible time, and must be written in a courteous, yet firm manner. Note that errors (like in the case of wrong amount or missing quantity of goods received as shown in the sales invoice) are usually not intentional. The facts must be double checked and only the relevant details must be included in the letter.

The main purpose of a letter of complaint about a billing error is to immediately bring to the Collection Officer that an error was made while processing the bill. A common example is double charging of a customer for a single credit card purchase, which is reflected in the billing statement. In this case, a customer service officer may be called, upon receipt and after reviewing the credit card billing statement with the error.

The transaction report and billing statement may then be faxed to the credit card company along with the letter of complaint. Once the error is acknowledged, the equivalent amount may be offset in the succeeding credit card statement. In other cases, like when a guest checks in at a hotel and is given a billing summary, any error may immediately be checked and brought to the attention of the front desk manager.

Here is a sample letter of complaint for a billing error:

Dec. 1, 2010

MS. JANET CELIA Front Desk Manager St. Regis, Shanghai 889 Dong Fang Road, Pudong China

Dear Ms. Celia:

I am writing this letter to point out an error in my hotel bill summary that I requested from the front desk clerk. I would like to bring to your attention that I checked in on November 30, but the summary indicates that my check-in date is November 29.

The billing statement therefore shows that I am being billed an additional night at St. Regis, Shanghai. Kindly investigate this matter and correct the billing error before I check out this evening.

Sincerely Yours,

Terry Carroll Hotel Guest

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