200-300 words, at least 2 paragraphs and a 'thank you in advance' line.
Be respectful when you write, even if you are writing a letter of complaint. Be concise and keep to the point, but don't leave out any important information. Try to keep your letter short enough so that it fits on one page. If your letter is more than a page long, use another page, don't use the back of the page.
To write a complaint letter, you can start with the sender's address followed by the date, the receiver's address, the subject, salutation, body of the letter, complimentary closing, signature and name in block letters. Body of the Letter explaining the reason for your letter and the complaint.
Avoid writing an angry, sarcastic, or threatening letter. The person reading it probably didn't cause the problem, but may be very helpful in resolving it. Include your name, address, and phone number. Include your account number, if you have an account with the company.
The most effective letters of complaint are confident and calm, so do not make threats or write in uppercase letters as if you were shouting. It may feel like ranting helps you communicate how unhappy you are, but stick to the relevant details.
I wish to complain about ____ (name of product or service, with serial number or account number) that I purchased on ____ (date and location of transaction). I am complaining because ____ (the reason you are dissatisfied). To resolve this problem I would like you to ____ (what you want the business to do).
State what you feel should be done about the problem and how long you are willing to wait to get the problem resolved. Make sure that you are reasonable in requesting a specific action. Include copies of any documents regarding your problem, such as receipts, warranties, repair orders, contracts and so forth.
INTRODUCTORY/OPENING reason for writing I am writing in connection with… to complain about… to draw your attention to… I have to say that I was not at all satisfied with... I am sorry to say that I was extremely disappointed with… I am writing to complain about…
CLOSING PARAGRAPH
I hope that you will deal with this matter promptly as it is causing me considerable inconvenience. I feel/believe that I am entitled to a replacement/ refund… I demand a full refund/an immediate replacement/etc or I shall be forced to take legal action/ the matter further.
1. Don't be assertive, but not overly emotional. Keep it factual with dates and times noted and an honest account of your experience and any conversations that might have taken place. I know you might be frustrated, but leave any sarcasm or condescending language out of it.
explain the negative effect the problem has had for you and how disappointed you are in the service, but avoid making any personal attacks on the company or staff. explain what you would like to be done to fix the problem or issue.
There are three types of complaint letters: formal, informal and email. A formal complaint letter is the most common type of complaint letter. It follows a specific format and includes certain elements, such as the date, your contact information, the recipient's contact information and a description of the issue.
What are the most common complaints? Some of the top issues customers complain about include long wait times, an automated system that makes it difficult to reach a human agent, and having to repeat information multiple times.
_________] Dear [Mr./Ms. Last Name]:
This letter shall serve as a formal written reprimand and is to confirm in writing our discussion of [date] concerning your unacceptable [performance and/or conduct] and to establish my expectations which I have outlined in a Corrective Action Plan to be commenced immediately.
So when we tell them, we need to be clear and upfront – what we commonly call being assertive. But we also need to be polite – impeccable even. And not just be polite. But be seen to be polite as well – by the person we're speaking to, and by anyone else who might overhear or be present such as a 'support person'.
Failing to follow up with the customer, ignoring or dismissing the complaint, or acting as if it isn't worthy of addressing. Making excuses, deflecting, or laying the blame back on the customer, management, or another department.
Draft emails and letters with a respectful tone. State your complaint clearly and support your stance in the body of the text and with relevant documents. Avoid angry or sarcastic language. Include your contact information and a request to provide more information or reach out to you with questions.
Simple: Strong words put a clear, specific image in the reader's mind, forcing her to visualize something pleasant or painful, evoking an emotion that affects her thoughts, mood, and eventually, her actions. Weak words are more abstract.