Complaint Letters

Create a complaint letter that gets results

An effective complaint letter is short and to the point and includes documentation. Written correctly it can also help make your voice heard and achieve your goals.

How to write a complaint letter:

• Keep in mind that most errors are unintentional
  and realize that most businesses and organizations want to address and clear up complaints quickly in order to have satisfied customers or members.

• Address your letter to a specific person
  Letters addressed to "Dear Sir" or "To Whom it May Concern" are not as effective and will likely not reach the right person. Call ahead and ask for the name of the manager and his or her administrative assistant. Writing to the assistant may ensure your letter reaches the manager.

• Begin your letter on a positive tone
  Consider how you'd react if an angry customer approaches you and shouts obscenities versus someone who smiles who begins the conversion with compliments.

• Be brief
  Keep your complaint letter to one page, and write short paragraphs rather than long ones.

• Be honest and straightforward
  Include sufficient detail to back up your claim and to show that you have thoroughly researched the subject. However, omit irrelevant details.

• Maintain a firm but respectful tone, and avoid aggressive, accusing language
  Keep your complaint letter concise and professional.

• Send only photocopies of receipts and other documents, and retain all originals
  Keep a copy of the complaint letter for your records.

• Get other signatures
  In many cases, you can increase the effectiveness of your letter by getting several others to sign it with you. This is particularly the case when trying to influence or change legislation, denouncing material from the media, and so forth.

• Do not threaten!
  If a company has repeatedly given you bad service and refuses to correct the situation and you feel that your only recourse is to pursue legal action, voice your feelings in a tactful but firm way. However, don't threaten legal action unless you are willing to follow through with it.

• Avoid making generalizations
  about the company or organization if your complaint letter focuses on a single individual.

• Use tact, and be direct, but respectful
  If you need to make a complaint to or about people that you will still have contact with on a regular basis, your complaint needs to accomplish its purpose without destroying the relationship.

• Include your contact information
  Include your name, address, phone number, and e-mail address, if desired, so that the person(s) can reach you to discuss any questions or concerns.

• If a first letter does not bring action, assume a stronger but still respectful tone in the next one. If two or three letters do not resolve the problem, send one to the president or CEO of the company or entity. In each case, be firm but polite.

With a well-written complaint letter you can:

• Clearly make your complaint to the person(s) involved.

• State plainly and directly your reason(s) for making the complaint.

• Indicate what the reader can or should do to address your complaint, and specify how long you are willing to wait to have your complaint resolved. (Be reasonable.)

• Communicate clearly, but respectfully, that you are dissatisfied with the service you have received.

• Explain why your suggestion or request for retribution should be granted (if you made one).

• Make your concerns known to politicians and bureaucrats. (Note: Your letter is more likely to be answered if you discuss specific concerns rather than political issues.)

Need to write a complaint letter? Say it right with our professionally written complaint letters. Write with confidence using: Must-know letter-writing tips Expert help every step of the way Appropriate phrases and sentences Words writers agree work the best It is easy with complaint letters for these topics: Appeal to higher authorities when complaint letters don't work Complain about a faulty delivery or a shipping error Complain about receiving damaged goods Complain about poor facilities or equipment Complain about harassment Complain to a neighbor or a landlord Complain about an unfair insurance payment or settlement Complain about community problems Complain about a billing error Complain about overdue work or poor workmanship Complain about laws, policies, or inefficiencies Complain about poor service or a faulty product Complain about a delay in an order Complain about a radio or television broadcast Complain about an employee who has given poor or offensive service Complain to a club or organization Correct an official's mistake on your taxes Delegate follow-up on a complaint from a customer Demand satisfaction on a mail order transaction gone bad (suspected mail fraud) Disagree about benefits (social security, retirement, insurance, etc.) Disagree with a bill, rent payment, or other financial issue Disagree with a subordinate, a superior, or a person in authority Dismiss an employee for poor performance or unacceptable behavior Document employee reprimands File a warranty claim Make an insurance claim Reprimand an employee for poor attendance or tardiness Reprimand an employee for a breach of policy Reprimand an employee for poor performance Request correction of an error in a check Request a retraction or correction from the media Request correction of an error in a credit report Request correction of a billing error Request a refund or reimbursement Respond to a complaint and treat it as valuable feedback Respond to a complaint Respond to a complaint of discrimination or sexual harassment Respond to a complaint while admitting fault and making an adjustment Respond to a false accusation from a government agency Respond to a complaint while avoiding agreement or denying liability, and refusing to make an adjustment Respond to a complaint while avoiding or denying liability, but making an adjustment Respond to a complaint, but needing more information Warn a distributor under your supervision Write a disagreement letter Write a complaint letter to a superior Write a complaint letter to a subordinate Write a letter reprimanding tenants See also response letters to respond to complaints. Get the right words for your letters in three easy steps: Choose from a variety of prewritten complaint letters that cover many common situations. Copy your letter directly into Microsoft Word or your favorite word processor. Or let our software guide you step-by-step through the writing process, suggesting sample phrases and sentences for each writing step. In minutes, you can write an effective complaint letter. Print your complaint letter and send it!

How we can help you write an effective complaint letter

You want to accomplish what you want with a respectful, yet firm, complaint letter that demands attention. WriteExpress offers a variety of complaint letters so you can make your voice heard.

Our letters provide an answer to a problem that many writers, especially English-as-a-second-language writers have: how to write effective complaint letters. With 179 example business and personal complaint letters, each final edited and ready to submit, these letters will help you truly master the tips of complaint letter writing, and improve your English writing proficiency.

With edited letters and must-know tips and steps, you will learn strategies and principles of writing an appealing complaint in a number of different and interesting ways. Learn what are the most effective beginnings, how to improve your tone, clarity and style, and how to tailor your letters for different situations. By working actively with the examples and comments in our software, you are sure to write a successful complaint letter.

See also: Write Complaint Letters That Get Results

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