96% of unhappy customers don’t bother complaining, so if you are among the few people that write a complaint letter, do it right. A complaint letter as the name suggests is a letter expressing an issue or concern with a product or service.
Maybe you need a refund on a purchase or you got something you did not purchase or there could be other things that require company attention. Most unhappy customers opt-out from writing a complaint letter because it requires too much effort or because they don’t see a point.
However, if you choose to write a complaint letter chances are the company you are reaching out to will be happy to hear from you. A complaint can act as constructive criticism to the company you are reaching out to and you might be pleasantly surprised by the way they address or respond to your concern.
If you choose to write a complaint letter, make it easier for the company to understand and respond by using an email signature generator, avoid rude and all professional language at all cost, do not draft a vague complaint that is difficult to address and there are a few more things to be mindful of.
Here is a complete guide on how to write a complaint letter: tips and tricks, to help your complaint get heard and addressed.
Be clear and straightforward
If you are drafting a complaint letter, chances are there is something about the business process that you did not like or something that requires additional company attention. Be clear and straightforward about the reasons why you are drafting a complaint letter and avoid ambiguous messages.
This will help you articulate your thoughts effectively and it will help the company you are reaching out to understand your concerns. Consequently, it will increase the chances of your complaint being addressed adequately.
Mind your language
Regardless of whether your experience with the brand was positive or not, this should not extend in your language use. Don't lose your cool or use any angry, rude, sarcastic, or inappropriate language or tone in your message.
The purpose of your complaint letter is to express your dissatisfaction with a particular delivery or purchase and not to harass the customer service representative. The polite language will ensure your concerns are addressed and encourage the company staff to cooperate so make sure you mind your language.
Provide all necessary information
Chances are you are writing a complaint letter because a part of the business transaction did not go as planned. In order to help your customer service representative understand your situation and to help them help you, provide all the necessary information.
Take a moment to trace the steps and describe all relevant details about the problem you have like the date you availed of a service, your previous interaction with the brand, and all relevant supporting documents.
This will help expedite your complaint process and save you time spent on unnecessary back and forth.
Include email signature
Your name and contact information can help the customer service representative understand where you are coming from and provide an opportunity to directly get in touch, should this be a necessity for your complaint.
An email signature example can provide these details and help the company professionals get in direct contact with you if necessary and it can help them understand your profile with the company based on the details on your email signature.
Along with providing your details, it will add to your professionalism and politeness.
Includes proof
As an extension of the previous point about providing all the necessary information, make sure you include all proofs. Ask yourself why you are writing this note and add all information that supplements your case.
For example, if you are writing a letter about issues with a purchase, including copies of relevant files or documents, like receipts, order details, etc. If you have a transaction number, make sure you include that too as that will help verify the information you share.
All of this will help the company understand exactly what you are talking about and allow them to have an understanding of what they have at their disposal to help you.
Complaint email example
Keeping all the points above in mind, writing a complaint letter can still be a daunting task. In order to ease the process here is a checklist of things the letter should include:
- Address
- Purpose of complaint
- Elaborate on the complaint
- Desired outcome
- Email signature
- Attach supporting documents
Once you have all the information above, use the template below incorporating the information above (such as polite language, etc.) to help you draft a straightforward and succinct complaint letter:
Dear X (address If you have talked to a person on the phone then include their name, if not address the relevant department personnel),
I am writing this letter to express x concern ( List the purpose of complaint: example: an issue with my online purchase on x date).
State the problem (Elaborate on the complaint: example:I received the product but it was not the one I ordered, as you can see in the order confirmation email I attached).
Tell them what you want (Desired outcome: example: please let me know how I can get this changed without being charged an additional amount for return and shipment).
Include a polite ending note (example: Please let me know how this can be done).
Sincerely,
Insert Email signature
Attached supporting document (example: order confirmation, receipt, etc.)
A complaint letter can be effective and help your interaction with a brand if you have a clear understanding of the purpose and outcome of your complaint letter. There are fewer people complaining than you might imagine, so, if your reason for not reaching out is because you think you will not be heard, then rethink.
Don’t draft a complaint letter just to lose your cool because there is a person just like you behind the computer screen. Draft a complaint letter that will get you the result you want.
Next time you wonder how to write a complaint letter, keep these simple tips and tricks in mind and get the results you want.
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