Complaint Letter


Complaint Letter

 

The importance of a letter of complaint should not be understated. It serves as a record that a complaint has been lodged, helps to safeguard any legal rights you may have in this situation, and let the company know that you are taking the complaint seriously.


The most effective complaint letter should be based on facts and not emotions. Here are some tips on how to write one:

Be Concise - Describe the product or service you purchased and the problem. Include the serial number or model, and the name and location of the seller. If you are following a conversation, be sure to say who you have spoken to and confirm the details of what you discussed.

Be Reasonable - Specify a reasonable response and timeframe you would like the seller to do.

State the Facts without being Emotional - Only state the facts and don't be hostile, angry, sarcastic or threatening. The person reading your letter may not be responsible for the problem, and politeness may create more incentive for the person to help to resolve it.

Attaching Records - Include copies of related documents such as receipts, work orders, and warranties. You can also send them a conversation record and email about the issue with the seller. Keep your originals. Be sure to quote your reference or account number if there is one.