How to Write Complaint Letter?
Advice to consumer on how to write a complaint letter.
As a consumer, there will always be instances when you feel that you are not getting what you paid for in a particular product or service. But instead of marching angrily into the manager’s office and launching into a tirade of angry words, it is always much better to let them know of your complaint in the form of a formal letter.
Writing a complaint letter is not difficult at all as long as you know exactly what it is that you are complaining about. First of all, if you want to receive some kind of reply regarding your issue, you have to include your complete name, address and contact numbers in your complaint letter. Besides, anonymous complaints are not usually given much attention.
As much as possible, a complaint letter should be typed or printed. If this is not possible, you as a consumer should write it in a legible handwriting. If you think your penmanship is not very readable, you should ask someone else to write it for you but do make sure that you sign the letter personally.
With regards to the body of the complaint letter, you should keep it concise and straight to the point. If you are complaining about a product, include the date of purchase and the branch where you bought the item. You should also include the serial number of the item to facilitate their checking. Similarly, it would be a good idea to include photocopies of pertinent documents like warranties.
Even though you may be angry about the poor service or inferior quality of product, avoid using a negative tone when writing your letter. Use a neutral tone and be courteous. Besides, the person who will be handling your complaint probably doesn’t even know about the problem so it’s not fair nor professional to take your frustration out on them.