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.

Format:

  • 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.

Content:

  • 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).

Reminders:

  • 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!

ADDITIONAL READING:

Excuse me, there’s a fly in my soup
How to request a refund from your credit card provider
How to write a letter to your MLA