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Written communication is perhaps the best way to complain. Agree, you can always
complain over the phone but it definitely pales in comparison of letter of
complaint. The written format gives you plenty to time to think about the words
you would be using in the complaint letter. There are high chances of one being
impulsive or emotionally charged while complaining through phone but written
format gives your problems more authenticity and yes, documentation as well. Not
everyone really enjoys writing letter of complaint but sometimes it needs to be
done because if you don’t, the company at fault wouldn’t even know about the
problems faced by you and other customers.
Legitimate complaints have the power to make companies at fault turn into better
service. By writing a letter of complaint you are also empowering yourself and
reacting the way an active customer should instead of merely playing the victim.
Letter of complaints are often targeted at companies rendering poor customer
services or offering below par quality products. Writing such letters is
definitely an empowering feeling and gives one the satisfaction that at least,
you have done your part. More often than not, well written complaint letter make
the company at fault take appropriate action.
A complain letter should be written in a business letter format. Make sure not
to write it when you are emotionally charged. It is always easy to use
derogatory language or just vehemently accuse the person the letter is addressed
to but that won’t serve the purpose. One should write the letter of complaint
only when he is in a calm mood and reflect upon the things with a neutral
perspective. There is a basic format while you write complaint letters. Letter
must begin with date and time followed by your and recipient address. After the
salutation, the body of the letter should follow and finally closing and your
name. The letter of complaint must be accompanied by relevant documentation like
bill details, warranty card or malfunctioning proof etc.
A complaint letter is a formal letter and it requires one to maintain a
respectful tone throughout the letter. There is no point writing a complaint
letter in many pages because people do not have that much time to go through. A
complaint letter should always be concise and brief. It should be short,
reliable, accurate and respectful.
The letter of complaint should include all the details about the complaint one
is making. For example, if you are facing problems with your recently purchased
juicer grinder, you must include all the relevant details pertaining to the
purchase of the product. The details will include, date on which grinder was
bought it, the name of the store, product number, bill receipt, warranty card
etc. It is recommended to attach all the photocopies of documents regarding the
complaint. One should remember to keep the original documents with himself and
send only photocopies.
Remember to use a positive tone in the letter. Companies do not like to be
criticized so if you have a strong case you can always make them vulnerable.
While you close the letter, ask for an early reply and even try to suggest the
way you would like situation to be handled. Do not forget to make follow up
inquiry via phone or another letter.
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