Writing an Effective Complaint Letter
Complaint letters are quite difficult to write as they should be written carefully. An effective complaint letter maintains a respectful tone. There are several guidelines in writing an effective complaint.
Complaint letters are written when one encountered problems in a business transaction, like purchasing defective goods or being dissatisfied in services. It voices out feelings of having felt injustice or disrespect.
Complaint letters can also be forwarded to government agencies, say for example, when receiving a pension has been delayed. In clinical treatments, there may have been errors that caused serious diseases on your body. This also renders a complaint letter.
This is one of the most difficult to write, because most often than not, the writer is emotional, filled with angst and rage. One is often in the middle of his anger when writing a complaint letter. It is always best to be reminded however that effective complaint letters maintain a respectful tone all the time.
Remember that it is not the best time to write when one is in the middle of his emotions. It will be good to pace for a while, relax and be composed before finally sitting down with your pen and paper.
The good thing about writing letters is that it gives you this important moment to pause and think clearly what you want to say. So use it wisely and to your advantage.
Complaints can be expressed verbally, but there are several advantages of writing complaints instead of speaking them out. Firstly, writing complaints gives the complainant ample time to cool down and think clearly before expressing dissatisfaction.
The complainant is able to organize his thoughts clearly and can relate the events that transpired lucidly.
Be specific. Remember the dates and times carefully and include them in your letter for credibility. If you can also attach proofs like receipts or other documents, it will be good and strong reference to make your case.
It is important to keep a respectful tone throughout your letter. Nothing will be resolved from writing personal attacks. Keep the letter factual and direct to the point. Maintain a positive tone. Be polite and professional. Be objective and reasonable. The recipient will be more drawn to immediate action if the complainant is kind.
An excellent complaint letter is short and snappy, reliable, accurate, positive and gracious.
It is very easy to write expletives, derogative words and other hurting message that you will only regret in the end. Avoid this. The better attack is still to remain tactful, intelligent and calm. Besides, if your complaint letter is demeaning and disrespectful, all the more that the recipient will not accommodate you.
Be brief in expressing your complaints and ideas. Be reliable, in the sense that the facts you state can be verified. Be complete with all pertinent data needed. They must be accurate and valid.
Just like any formal letter, there is also a basic format to follow in writing complaint letters. Start with the date and time, your address and the recipient’s address, the salutation, the body (the message of complaint), the closing, and your name and signature.
Send the letter directly to the person concerned. The recipient will be inclined to act upon your complaint immediately if you write an effective complaint letter.