How to write The best Letter of Compliant – Templates and samples

Sometimes a product or service does not meet the expectations of the consumer. The product may be sub-standard or service personnel may have been inexperienced, inefficient or simply rude. When these circumstances occur it is in the consumers best interests to file a letter of complaint to the offending company. A properly prepared letter of complaint can help to quickly resolve any issues that you may have. By following the simple techniques laid out here writing the letter can become a simple matter.

1. A letter of complaint should include all of the writer’s relevant contact information. This includes name, address, contact phone number and an e-mail address. This will allow the receiver to respond to the complaint in a timely manner.

2. For the beginning of the body of the letter the writer should keep their statements simple and to the point. There needs to be a brief description of the product or service. When and where the purchase was made along with the original price need to be included in this area. Follow this with a statement of the problems with the purchase. While writing this portion care should be taken to remain calm and rational. The person reading the letter was probably not involved or responsible for whatever has caused the conflict. An angry, threatening or sarcastic letter will likely not result in the wanted out come.

3. Next should be a statement of what the company is expected to do to rectify the situation. A timetable that the consumer finds reasonable for the resolution should be included in this section. This can be followed by a statement of the next actions that the letter writer is prepared to take, such as contacting the Better Business Bureau or a consumer protection agency. They will then close the letter with a polite request to be contacted. A personal telephone number or e-mail address should be repeated here.

4. All of the relevant documentation should be included with the letter. These can include, but are not limited to, receipts of the purchase, invoices for the service, photos of the product or of the work that was done and copies of any cashed checks or credit card statements that show a proof of payment. The writer should be sure to send copies of these items and retain the originals for their own records. This will prevent any further problems from developing.

5. The writer will want to keep a copy of the letter. This should be added to a file of all of the steps that were taken by the consumer in their efforts to achieve satisfaction. By keeping these records they will be able to document their attempts at resolution should the letter be ineffective and they are forced to move on to more drastic actions.