Complaint letters can be effective ways to resolve issues pertaining to bad products or services and learning how to write a complaint letter that gets attention and results will help. Complaint letters can also be the basis of future legal action if that becomes necessary. People who take the time to craft a complaint letter show the company in question that they are serious about wanting to resolve a problem rather than just complaining about the bad product or service to others. Giving the company a chance to rectify the situation may actually resolve any hard feelings.
If a company or employee acts in a manner that prompts a complaint letter, writing down the facts of the event when they are fresh prevents the information from getting lost. Trying to write the facts from an objective, third party stance might even help put the events into more perspective.
Identify to whom the letter should be sent: Many companies have customer service agents who handle written complaints which arrive through the Internet or via mail. Of course, letters can also be sent directly to managers or owners. Names and addresses of whom to contact can often be found online. If that doesn’t work, a local library will most likely have copies of specific reference manuals that contain businesses corporate address information and their officers. Two such publications are:
Companies take written complaints much more seriously than verbal ones. Anyone can complain but sitting down and penning a letter of complaint often means that the person is truly dissatisfied. Some specific information should be included in the letter:
A complaint letter is an opportunity to tell a company where they may have problems with their services or products. However, not all companies see complaints in this way and may not act on them. Consequently, learning how to write a complaint letter may not completely solve the problem. Some companies may still refuse to settle a customer dispute. In this case, the next step would be to contact the Better Business Bureau or any trade association that the company belongs to. Another option would be to contact the Consumer Protection and Antitrust Bureau.