Up next in How to Write a Letter (13 videos)
Learn how to pen a proper letter with the tips in these Howcast videos.
You Will Need
- The name of the offending company’s CEO
- A suggested reparation
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.
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.
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.
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.
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.
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!
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.
End on a positive note
End by thanking the person 'in advance' for resolving the matter.