Have you ever experienced being mistreated or felt you don’t even deserve the negative treatment by a grocery store where you just went to? Or the company where you are currently working with, or in a call center where you re being put on hold for quite an hour already? Sure, anyone does have experience already.
A complaint letter is a document that emphasizes the contents of a complaint. This formal letter is made in order to express, address, and to emphasize the reason for the complaint. The reason could range from products, services, or certain situations.
It goes without saying, people complain for various of reasons. They complain to companies, businesses, and even to managers in supermarket chains. However, complaining verbally often does not get you anywhere, and you have to start over. What you can do to get the complete satisfaction is to write a complaint letter. Here are steps to take to write a professional complaint letter.
Always begin your letter with a proper and formal greeting. This will show the recipient that regardless of the reason for the letter, you still regard it as a professional letter. Starting your letters with formal salutations or proper greetings makes it more presentable than to simply get to the point. It also gives your recipient a better look at you as a person through the letter.
Give the reason for writing the complaint letter. After you have started with the proper greeting, explain the purpose for the complaint letter. This includes relevant and specific details, evidence or proof, and backing it up with receipts or photographs. The more relevant proof you have for your complaint, the better. Describe the impact: Explain how the issue has impacted you or affected your experience. This will help the reader understand the severity of the situation.
After explaining the reason for the complaint and for showing proof of the complaint, request or suggest a solution for your problem or for your complaint. State what you would want to have as a resolution. This could be in the form of a replacement, a refund, or an apology.
End the letter the way you started the letter. When you started the letter on a polite note, end it the same way. Ending on a polite note will get you a more favorable response over a rude note. Lastly, don’t forget to proofread.
Even when the internet is rapidly booming, which some letters are sent via online, there are still lots of people who chose to write a business reference letter in the traditional way. This letters includes sales letter, purchase order letters, application letter, termination letter, thank you letters, complaint letter, official letters, inquiry letters, follow up letters, recommendation letter, acknowledgment letter, and resignation letter.
The parts of a letter are: heading, salutation, body, and under the body we have the introduction, middle paragraph, and conclusion, closing, and the ending.
To write a good and effective professional complaint letter, there are some things you have to remember. Remember your complaint letter must be: clear, concise, factual, authoritative, polite, friendly, and professional.
Complaints?—even simply hearing this word, you will know that something is not right or error perhaps. Considering this 10-letter word in the practical world, it could be raised by anyone who experienced a faulty product or service. Assuming that it’s you, it could be very annoying, yet nagging would never help you at any cost. Instead, write a professional complaint letter.