Nearly every individual has faced a personal calamity in the way of receiving an unsatisfactory quality of goods or services, flagrant violations, or were infringed upon in regard to their consumer rights. Complaint letters often facilitate the process of an efficient resolution of a problem; therefore, you should know how to compose them properly.
Steps for Writing a Complaint Letter
- First of all, you should clearly formulate a description of the problem for yourself. This is crucial, because if you are inaccurate in your statements in the letter itself, the essence of your complaint will be lost or misunderstood.
- Next, you must state the reason why you are writing your letter to the authorities. Inform your addressee about your reaction on certain things or events. For example, you can inform the addressee about your dissatisfaction with the quality of a purchased good; or you can complain on the boorishness of their employees, and so on.
- Describe your problem. First, use the description of that issue that you found appropriate and then provide some detailed background information; describe the circumstances that resulted into your dissatisfaction. Then, expand on the effects and consequences that the problem had; show, what damage you’ve suffered.
- After you’ve described your problem, you must state, what exactly you want your addressee to do in accordance to the situation. Optionally, you can add a warning; this may be a threat to cause trial on the case, break business partnership, or perform other actions that are undesirable for the addressee.