Complaint letter template is used to write a complaint letter, when you are not satisfied with the quality or use of a service or product. It can also be written if you have problems that need to be addressed. It is used to raise the concerns of a user; as a formal complaint that requires a positive and favorable outcome. You can write this letter when you want to let them know about how you suffered and what you had to experience from the usage of a service or product. It is your fundamental right to seek justice for yourself, and a complaint letter is where you initiate it from.
A Complaint Letter and Rights of Consumer:
Being a consumer, it is your right as well as responsibility to write a complaint letter regarding the bad service or product which wasn’t satisfactory for you. By letting everyone aware of your problems with a service or product is basically, serving you and your community. You can tell others the problems, which you have gone through by using a specific service or product. The service or product providing team will learn from this and try to not repeat the same mistake again. Anyone is allowed to complain with the help of a letter if their reason is valid. Keep in mind that a complaint letter doesn’t only have to be about any defective product or services. Sometimes it can also be about any injustice being done.
Complaint Letter and Different Types:
There are many types of complaint letters depending upon the reason it is written for. They can be categorized in the following two steps by seeing what it is about and to whom it is written to.
Personal Complaint Letters: when a letter is written by a person at a personal level, then it is known as a personal complaint letter. Such letters are usually written when someone is looking for a refund or replacement of any product. They can also be written if a person wants to complain regarding any service or if there is any issue that is affecting us alone or the whole society.
Professional Complaint Letter: Sometimes a letter is written on behalf of any organization; such letters are called professional complaint letters. These complaint letters are usually about professional items and services and it is backed up by an organization.
Tips for Writing a Complaint Letter:
A complaint letter is written against a firm, business, organization or an individual to register a formal complaint which is required to resolve as early as possible. The idea is clear as a consumer wants to comment on the poor service or product of the company. This can be done by writing all the faults and facts of the service or product along with desired solution. However, the words of this letter should be chosen with extreme care and a polite tone. This is because, you are registering your complaint, not going to fight. A customer or buyer can write this letter to let the seller aware of the problems, mistakes and quality of their services or products. This way, the seller can improve not only the quality of their products or services but also can understand the behavior of their users. Following are the tips given to a writer for an effective complain letter:
Straight to the Point:
You should directly get to the point in a complaint letter without rambling about anything. It is kind of clear, even though it might come off as rude, but no one really wants to read a sob story. You should keep your letter as short as possible.
Choose The Right Person to Send this Letter:
You should make sure that you know whom to send the letter to; if you don’t send it to the right person, it is possible that your problem won’t be resolved. Sending the letter to someone of a higher authority when you have a major issue can help you solve your problem faster.
Use Polite Tone:
It is possible that when you are writing a complaint letter you might be angry, annoyed or disappointed, but is it important to keep your tone polite and respectful. No one likes it if someone approaches them in a negative manner or says rude stuff to them. Staying calm and kind will make them understand your situation better.
