If you are not happy with the quality of service or product, it’s important to speak to the business directly. You can start the conversation with a manager or the business owner in person or you can write a letter. In this post, we’re going to show you how to write an effective complaint letter.
- If possible, type up your complaint letter. If you don’t have a computer, stop by your local library – oftentimes they’ll have public access computers for members to use. If you handwrite your letter, make sure your printing is neat and easy to read.
- On your letter, include your full name, mailing address, telephone number, email address and the date.
- Stick to the facts and be concise. Give a summary of what happened (in a timeline format, if appropriate) and note any verbal promises or guarantees made to you by the seller.
- Be constructive: state what you think a fair, realistic and satisfactory resolution would look like.
- Tell the business when you expect a response back (give them a reasonable amount of time, such as two or three weeks).
Sending it out:
- Make sure you send out your letter in such a way that you can prove the business received it. (If you’re mailing out a hardcopy letter, send it via registered mail and keep the receipt; if you’re emailing out an electronic letter, require a read receipt).
- Be polite, professional and non-threatening.
- Include photocopies of all your supporting documents (such as receipts, contracts, warranties and guarantees). Always hold on to the originals!