Introduction:When you are really ticked off about something, particularly when you have received poor customer service, it is very easy to fire off a lengthy, emotionally charged rant. However, if you want your letter to actually make a difference, try incorporating these five simple tips for a better complaint letter.
Accusations and blame are ineffective in a complaint letter. Stick to the facts. Bullet points can be a very good way to organize each point that you want to make.
While you can say things like, "I feel you misrepresented yourself in your sales pitch," it is not appropriate to allow your emotions guide your hand as you write. Too many emotions can convolute the facts and your main points can be lost.
Poor grammar and spelling usually indicate an emotionally charged situation. While you may feel very emotional about the poor customer service you received, try to put the emotions on the back burner and don't allow them to result in a letter that is riddled with typographical errors and mistakes.
Shorter is better. Keep your points as brief as possible. This is best done by sticking to the facts. The person who will read your letter needs to be able to pick out precisely what your complaints are and determine the best course of action for addressing them. Don't make their job any harder by giving them a dissertation. Include your contact information and ask them to reach out to you if they require further information.
There is no reason to get nasty so remember your manners and professionalism. If you can, provide positive points as well as negative ones (I usually get very good customer service in your store, but on Friday it just was not the case). Most of all, don't use curse words or slang. Stay respectful and professional even if you feel that they are not. Take the high road.
Writing a complaint letter can be difficult and frustrating. But companies need to know when their customer service is bad, especially when it means that they will lose customers. So bite the bullet and write that letter.
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