How to Write Good Complaint Letters
There are some things that should be mentioned when writing complaint letters and there are some that shouldn’t be written at all.
When starting the letter and pointing to whom the letter is sent, try to write names along with the proper position, not just “the manager” or “the director”. If the person is a woman, try to find out if she is a Ms, Miss or Mrs. If in case you can’t find out, use Ms.
When you describe your situation and your feelings, avoid being generally condemning, even if you are really disappointed and they deserve to be condemned. If you plan on complaining about someone from the staff, be as specific as you can. Find out the person’s name and give the best description you can. Personal complaints are not really recommended as long as the situation is really worrying like for example someone behaving really bad like making racist or sexist remarks. When complaining about a product, you need to prove somehow hat you actually bought the product. This can be done with the receipt or a credit card bill.
Don’t ever use the word “think”. Before writing the letter, find out everything about your rights state everything that serves your purpose. If there is something you don’t have a law to use then state what you believe should be done and give a hint that you checked laws and regulations, know your rights and you are willing to use them if you don’t get a response at all. You are also in a position to state a deadline by which you will be expecting a response from them.
Also, decide what you expect and state it in the complaint letter, whether it be a refund, some other replacement good or a repair. If you’re planning to ask for a full refund, you must be very quick with reacting and sending your letter.
Always double check your letters for spelling and grammar mistakes. Those mistakes can make your letter less professional and forceful.
In your letter, never ask and expect for an explanation or an apology. The person that will be reading the complaint is not the one that caused you trouble in the first place, so they might find it hard to offer you an apology. Also, don’t offer apologies on your behalf. In the end, always sign your full name and surname.