Steps on How to Write a Complaint Letter
Nowadays, various websites and online support services have this new feature of ‘Help’ or ‘Contact Us’ option, which gives the clients an opportunity to register a complaint regarding any product or service and get it resolved at the comfort of their home. Many of them ask their clients to write a complaint letter for their issues, but most of us are unaware of the process and need guidance for writing one. Here, in this blog, we have provided a few tips for such customers and clients who are unaware of the pattern and are eager to learn the process of writing a complaint letter for their issues.
It has now become easier for customers around the globe to get in touch with the support team of a particular product or service.
What do you mean by a complaint letter?
It is a kind of a formal letter that is written to address a concern regarding an issue, offense, unfair means, grievance, etc. With the help of a complaint letter, the complainant is given the opportunity to vent out their confined emotions caused by any suffering or foul expertise. Being a citizen or customer, it is our duty to hunt for justice and look out for misconduct/injustice, which might be attained by issuing a proper complaint letter. With the help of this letter, misconducts are presented in a formal manner, and resolutions are looked for.
Writing a complaint letter
The process of writing a complaint letter is not very much different from the formal one. However, you still need to take care of a few important points while writing a complaint letter. In case you are not aware of the process of writing a complaint letter, follow the steps mentioned below, which will help you in writing a fair complaint letter.
Be direct and concise
In order to write an effective complaint letter, keep the contents of the letter as precise as possible. Make sure that you describe the inconvenience caused due to some product or service. If you are writing a complaint letter with regards to a follow-up, then do not forget to mention the executive or spokesperson’s name and details in that conversation.
State what needs to be done for resolution
You need to mention the purpose or objective of your letter clearly. For instance, what needs to be done regarding any inconvenience caused, and do not forget to mention the expected waiting time for the response. You need to remember this important aspect while writing a complaint letter.
Avoid the use of offensive, threatening, or sarcastic messages
Your complaint letter needs to be formal, so the tone of the letter should be formal throughout. When there’s any inconvenience caused, or you find a service unacceptable, you do not need to express it in a sarcastic or threatening manner. The person reading the letter is not responsible for the inconvenience or is capable of getting a proper response with the resolution.
Attach relevant documents
To authenticate your complaint letter, you need to attach relevant documents to support your statements. For example, work order, any conversation that happened with the seller, warranty of the product, and receipts.
Name and contact details
At the end of the complaint letter, it is important to include your name and contact details like email ID, address, and phone number. In case of any transaction-related issue, you can also mention your bank details in the letter.
The most important thing you need to remember is you need to send your complaint letter to the authorized person. By doing so, you will have proof that the letter has been received by the concerned team.
By now, the concepts and formation of a complaint letter must be clear to you, and you’d be able to frame one easily. Apart from this, if you ever need help regarding your college assignments or projects, feel free to contact our online assignment writing services for professional help and guidance.
