Complaint Letters can be used in different transactions where a person experienced negative impacts that arise from the occurrences involved in a process or incident. There are various kinds of complaint letters that you may use to address issues that concern another entity specifically those that sell goods and provide services to their clients or customers. Remember that a complaint letter is used to address specific concerns and not to rant and generalize the entire operations of the entity to whom the letter is for. This post is a collection of complaint letters that you may use as references in creating the complaint letter that you need in a specific transaction. In selecting the complaint letter to use, be guided by the reason of the complaint and the variables that are involved in the complaint that you would like to file or report.
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What Do You Include in a Complaint Letter?
Even though there are different kinds of Complaint Letters that are used in various transactions, most of these letters have the same information that should be presented. Important details that should be present in a complaint letter are as follows:
- Do not forget to put the date that the complaint letter was written. It is very essential for you to take action with regard to an incident as fast as possible. Writing the date that you have written the complaint letter can be one of the measures on how you take the offense, if proven to be true, that has been done to you. More so, writing the date of the complaint letter creation can help in tracking the date that the incident has happened and the particular date and time that the issue will be resolved.
- Specify the name of the complainant. If you are complaining, especially in an establishment where you have made a transaction, make sure that you will state your name and a few of your basic information. It is most likely that the establishment to whom the complaint letter has a record of your transaction may it be a product purchase, service acquisition or any other business transaction.
- Be precise with the kind of complaint that the letter sender would like to address. It is important for a complaint letter to be direct to the point. Once a complaint letter has already been received, the entity for whom it is will make investigations to assure that the complaint is valid. Give the entity an easier time to investigate by providing the specific complaint that you have.
- Indicate the date when the incident that resulted to the complaint happened. In writing a complaint letter, it will be better if you will specify the date of the transaction that caused your dissatisfaction, irritation, or disappointment. It will be faster for the entity to find the transaction clips or evidences if they will just search in a specific day. It is highly suggested to include the incident time as well—that is, if you remember. If not, a particular time frame will do.
- State other information that may be essential for investigation. As much as possible, include the names of the people that are witnesses in the incident in the Complaint Letter. More so, be specific with the location of the incident, the things that have occurred, and the phase or chronological order of the instances that have happened during the incident.
- Suggest a resolution that the letter sender would like to have. Some complaint letters are used for the sole purpose of sending the disappointment of an entity. However, it is highly suggested for you to write a resolution so that you will not be disappointed for the second time if you will not get the solution that you would like to have. Of course, not all resolutions are handed over. The entity needs to identify the validity of your claims and they need to assess whether the solution that can ease your disappointment is aligned with the regulations followed by the business.
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Guidelines in Creating a Complaint Letter
Though there are no strict rules in creating a complaint letter, it is still essential for all of us to be aware on how to create an Effective Complaint Letter. A few guidelines that you may follow in creating a complaint letter are as follows:
- Always be true with the items that you will put in the complaint letter. Always be reminded that most companies take complaint letters seriously, and it may cause people to lose their jobs or for particular transactions to be given specific actions of corrections. More so, filing a complaint letter with altered information may give you legal problems and can make the situation even worse for you.
- Do not veer away from the incident that you are reporting. It is more important to be clear with the thing that disappointed you rather than listing items that can solve the issue. It is the jurisdiction of the company in selecting the resolution that they need to give so your task as a letter sender is to provide all the information that can help the entity investigate with the issue.
- Be organized with your discussion. A complaint letter will be more effective if you can discuss in a manner that the entity involved can easily identify the purpose of the letter creation. More so, it is very important for you to be specific with what you would like to get out of the transaction may it be a refund, a gift, or just a statement that the transaction will be corrected and looked upon accordingly.
- Be calm and do not let your emotions rule you. Remember that a complaint letter is a formal letter. Hence, use a professional language and maintain the corporate mood that should be present in the entirety of the letter. Do not use curse words. More so, do not generalize the entire operations of the business just because of your complaints. Your criticisms matter, but they should be able to help the company improve its operations. This is for the reason that it is most likely that you will have another transaction with them in the near future.
- Always use a gracious tone in explaining your complaint. Most Complaint Letters that uses this particular discussion tone get the resolution that the letter sender would like to have. More so, you need to assure that the purpose of your letter is to discuss your complaint and not to give disgrace to the business especially if you have been a loyal customer in a long while.
- Specify a time duration where a response from the letter receiver is expected. This is very important so that the entity will know that you would like a prompt response from there whether the resolution that you would like to have will be given or not.
- If possible, attach items and documents that can help solidify your complaint. These items can also be used for cross checking of facts and transactions.
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