Thursday, 5 May 2011

How to Write an Effective Complaint Letter

How to Write an Effective Complaint Letter

Writing a complaint letter to the higher authorities becomes imperative, when you have to get something sorted out, which is beyond your capacity. However, organizations keep receiving numerous complaint letters on an everyday basis and unless you write a very compelling one, it is unlikely that it will be paid any attention. Writing an effective complaint letter is all about selecting the right words and tone to convey your problem or grievance. In case you are wondering how to write a persuasive and convincing complaint letter, read on for some useful tips.

Writing A Compelling Letter Of Complaint

• Firstly, make sure that you file a complaint only when it is absolutely necessary and appropriate. A complaint letter should only convey a genuine complaint and should be written only when no other option exists.
• Addressing the letter to the right person is extremely important. Make sure that your complaint letter is addressed to the person who has the authority to solve the problem. Try to know who exactly should receive your letter and address the letter to the same person.
• Be courteous in your letter and try to avoid sarcasm by all accounts. You may be very angry over the issue that you are writing about, but a rude tone of letter does not ensure that your complaint will be heard. Be polite and civil in your language.
• An effective complaint letter is always short and precise. It should not exceed more than one page, should be factual and to the point. In a professional set up, no one has the time to read lengthy complaint letters.
• Identify the problem and list the efforts that you have undertaken on your part, to deal with it. Ensure that you have explained the problem properly, so that the reader doesn’t end up getting confused about anything.
• Be specific about the details you are presenting. For instance, if the complaint is about a transaction, give all the necessary details, so that your problem can be resolved quickly, without any hassles.
• Try to identify the solution as well. If you have a viable solution for the problem in mind, you may as well mention the same in the letter as well. It makes more sense not to waste the authorities’ time, when you already know what can be done about it. For instance, if you want your money refunded, mention it.
• Make sure that you follow up your complaint letter, though after a reasonable amount of time, depending on how large is the organization. In larger companies, it may take a little longer for the letter to be routed to the concerned person.
• You may write another letter if your first complaint is not addressed in time. Another option is to get in direct touch with the concerned organization. Move up the chain of command, if you think that the one to whom the letter is addressed may not be able to take a call.

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