z How to Write a Letter of Complaint | Howcast

How to Write a Letter of Complaint

They say the pen is mightier than the sword, so if you’ve had a bad experience with a company, use your mightiest weapon to get satisfaction!

You will need

  • The name of the offending companyu2019s CEO
  • A suggested reparation

Step 1 Go straight to the top Address your letter to the company’s CEO. His secretary will likely forward it to customer service with a personal note, sending your complaint to the top of the pile. In fact, research has found that this trick can triple your chances of a successful outcome.

Step 2 Include back-up State the problem and include any back-up materials, such as a sales receipt or any previous correspondence. This will show that you are a serious person who will not be ignored until your complaint is resolved.

Step 3 Be specific State exactly what the company can do to keep you as a customer, whether it’s a refund, store credit, or a replacement. If all you do is complain, chances are all you’ll get back by way of apology is a form letter.

Step 4 Talk up your loyalty If you’re a longtime customer, say so! (And even if you aren’t, it doesn’t hurt to fudge a bit.) Companies do not want to lose loyal customers.

Step 5 Make a vague, veiled threat Hint–in a polite, friendly way–what will happen if they don’t make things up to you. For example, say, ‘I am surprised that no one has complained yet about your customer service in the online reviews I’ve read’ to imply is that you might just add a disgruntled account.

Step 6 Keep it short Keep your letter short and to the point. Studies show that after about a page, or 200 words, people lose interest–and sympathy!

Step 7 Spell check Don’t forget to spell check your letter. Misspellings make the reader perceive you as unintelligent, which may make them not take your complaint as seriously.

Step 8 End on a positive note End by thanking the person ‘in advance’ for resolving the matter.

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