When to Submit a Complaint Letter

Got angry or feeling frustrated with the goods or services given by the company or the salesperson? It is your time to complain! But make sure you do it in the right way. Writing a complaint letter is the best way to express how you feel about the dissatisfied product and poor services. But it is difficult to write if you’re full of emotions, anger and stress. These may result in a bad resolution on your complaints. Here is some advice on how to write an effective complaint letter that will gain results.

  • Stay calm, you can think and write better if you are calm and relaxed. Do some research about the company you are complaining, maybe it is not the first time the company encountered the same situation that you can use to your advantage.
  • Get straight to the point avoid repetition, but don’t be rude, angry, sarcastic, negative words and do not threaten anyone. A threat may lead and interpreted as harassment and will use as a ground for action in a court of justice, it can be subject to penalty charges that range from fines to prison time.  It is important to use a constructive tone throughout your letter.
  • Write clearly and courteously, you need to clearly state the facts about how, what and when the incident happens, it is better to attach proof or other documents that stands as a reference of your case.
  • Say what you want to happen. Ask about damages for your troubles. Do you want repaired, changing some policy, more secure premises, an apology or a refund? Have to be specific and or offer multiple reasonable outcomes, but give them a time limit to solve the problem and respond to you. You can give them two to three weeks to study the problems but not longer than that.
  • Must be in good quality paper the result will be taken seriously by the receiver.
  • Make sure you have a copy of your letters or documents presented before you submit your letter.
  • It is essential to mail it in a post office.
  • Be sure that your letter is readable you can ask an advice by contacting the Citizens Advice consumer service to know your legal rights
  •  Use a standard letter format. Your letter must be professionally presented.
  • Never give up if your first letter does not get good result, write again, be persistent.

Just like any formal letter, a complaint letter must also follow the basic format in writing. That includes;

  • Your name
  • Your address
  • Your phone number
  • Email address
  • The date
  • The name of the contact person
  • You can include title or subject if you want
  • Company name or  your address this directly to the consumer complaint division in case you have no contact person,
  • Street address, city, state, zip code.
  • Content
  • Your name
  • A signature block
  • A list of any attachments you include

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