LETTER OF COMPLAINTHTTP://WWW.YOUTUBE.COM/WATCH?V=KU4SS_WUN48

Write Letters of Complaint About: Billing/collection/financial/ordering errors Children: misbehavior/damage by Delays: late

shipment/refund/merchandise/supplies/payment Employees: incompetent/rude/inappropriate

behavior Legislative Problems: high taxes/unfair

laws/pending bills Merchandise: defective/ damaged/

dangerous/overpriced/missing parts/misleading advertising/bait and switch tactics

Mistakes, Misunderstandings, Personal Errors Pets: damage by/attacks by Policies: unfavorable/restrictive/discriminatory

What do I include?

1. The problem

2. Factual Details Date/time names

3. Relevant Documentation Warranties Guarantees pictures

4. Why does the

problem need to be resolved?

5. Explain what you expect from the person or company.

6. State when you want action to be taken. (deadline)

7. Include your name, address, and phone number.

Tips on Writing:

Write you letter soon after the incident or problem; details are fresher in your mind, and your chances of getting a good response are greater.

Be brief: a one-page letter has the best chance of being read.

Be courteous: the person to whom you are writing may have had nothing to do with the error and will be more willing to help you if you are calm and reasonable.

Focus on one complaint or issue per letter. Complain to one who can help you. There’s nothing less

effective than writing a great letter to the wrong person. In general send a complaint letter to a specific person.

What don’t I include?

“I want”

“I feel”

“I need”

Sarcasm

Accusations

Abuse

Negativity

Threats

Blaming

Exaggerations

Words to use

Adjustment Concerned Disappoint

ed Flaw Inconvenie

nt Misleading Resolve

Reimburse Unfortunat

e Incident Overlooked Unjustifiabl

e Displeased Mistake

Mishandled Action Compensat

ion Repair Unprofessi

onal Insufficient Replace

Format:

Business letterhead, business-personal stationary, or personal letterhead are all good choices for a complaint letter

Type the letter if possible. If you must handwrite it, be sure it is legible and neat.

Sample letter

Dear Mr. Thorton,This is the third time we have contacted you about

your dog, Buck. The neighborhood children continue to be frightened of him, and refuse to play outdoors when he is in your yard. There have been several reports of him snapping at the children.

When would be a good time to discuss this situation with you? We would like to come to some agreement without going to the authorities.

I hope to hear from you very soon.

Sincerely yours,

How to Say It –Rosalie Maggio