Rules to a complaint letter

Rules to a complaint letter

Got a complaint? Why not? Life’s full of them. Did your hand phone fail to provide the services you expected? Face it, at some point in life you’re going to have a complaint that needs to be put in writing. Rather than dread the inevitable, keep in mind that writing a complaint letter can be easy if you just follow five simple rules.

Rule One - Keep in mind that no matter how upset you are, don’t let your hostility spill over into your writing. To be taken seriously it is essential to keep a calm and professional tone in your letter. This means no blaming, no name calling, and definitely no foul language.

Rule Two - Use a three point approach. This approach breaks down your letter into three paragraphs with each one having a specific purpose.

Paragraph one – Introduce your self, State your purpose and you’re your letter in a positive light. Remember, the reader must be in a positive mindset in order to be able to digest and understand your needs in the letter.

Paragraph two - explains the problem. Remember, don’t blame. Everyone makes mistakes so keep this assumption in your mind as you write. Mention any important details if it helps to substantiate your claim.

Paragraph three - is the resolution. Many people have a bad habit of stopping after the second paragraph. They can easily state what they wanted and even more easily point out the flaws, but the third paragraph is critical. This is where you tell the reader exactly what you want them to do. Don’t ever assume that a complaint alone is enough. Many times it isn’t. If you want a check for refund sent, say so! If you need a replacement of poor quality merchandise, tell them!

Rule Three - Give contact information. If there are questions regarding your letter, on who should be contacted and how, List a valid phone number or email address. This should be at the end of the third paragraph.

Rule Four – Make sure your format is right. This will help bring the reader’s respect and add credibility to your writing.

Rule Five - As you close your letter thank the reader for their assistance. People respond better when they feel they are being asked and appreciated, rather than ordered.