A letter of
complaint, or complaint letter, is normally written to deal with a problem
situation when other attempts (i.e. phone contacts, e-mails, etc.) have failed
to rectify the situation.
The complaint
letter formalizes a problem situation by putting it into writing and is usually
the last resort to try to get a situation resolved.
Properly written
complaint letters can be very powerful and almost always get results, making
them worth writing. To read an article on the subject of writing effective
complaint letters.
Most people will
need to complain about unsatisfactory goods or bad service at some point in
their lives. If you are writing a letter of complaint, there are some dos and
don’ts that can help you get the right outcome.
Here are the steps on how to write complaint letter.
The opening
Start your
letter with the greeting Dear Mr (or Mrs, Ms, Miss, etc.) Surname. If you don’t
know the name of the person you are writing to, begin with Dear Sir or Dear
Madam; if you don’t know their name or sex, use Dear Sir or Madam.
The content
Begin with a
heading alerting the reader to the subject of the letter, and in your first
sentence draw their attention to the matter you’re going to raise or discuss.
For example I am writing to complain..., or I wish to express my
dissatisfaction with ... or Thank you for your letter of...
Introduce your
main point as early as possible, stating your reason for writing in a clear,
concise way. Once you have done this, you may want to give more details,
perhaps adding further background or relevant facts.
In conclusion,
you should state what your expectations are, for example Please let me know as
soon as possible what action you propose to take or I look forward to hearing
from you within the next ten days.
The close
The wording at
the end of a formal letter follows a standard format:
·
If
you know the name of the person you’re writing to, you should end the letter
with Yours sincerely.
·
If
your letter begins with Dear Sir or Dear Madam, it should end with Yours
faithfully.
·
Your
own name should be typed out underneath your signature.
Imagine you are
the person receiving customers' letters of complaints. This helps you realise
that the person reading your letter is a real human being with feelings, trying
to do their job to the best of their abilities.
Your letter
should encourage them to respond positively and helpfully to the complaint. No
matter how mad you feel, aggression and confrontation does not encourage a
helpful reaction to complaints.
Effective
complaints letters (and any other way of complaining) should be concise, authoritative,
factual, constructive, friendly.
Source :
http://yanizzeccson.blogspot.com/2011/01/complaint-letter.html
http://oxforddictionaries.com/words/letters-of-complaint
Dear! you write excellent and in detail on this topic. thanks
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