Writing a letter is considered as one of the common methods of communication, perhaps, which every person has written in his/her life span, no matter whether he/she is a business individual or salaried individual. But question is how to write a complaint letter and its formats? However, the concerns related to the ability to write are still at large. A complaint is a situation where somebody is unsatisfied with the quality of a service or product. To resolve your complaint, you will have to write a complaint letter to concerned authorities. Nevertheless, if you don’t know how to write a complaint letter, then you can surely seek assistance either from an expert or from online platforms. A complaint letter must convey a user’s concerns exactly as someone feels. Therefore, the writer of a complaint letter must be smart enough to know how to handle it efficiently and effectively.
Complaint Letter and Writing Tips:
A professional writer is a person or group who accepts the privilege of writing a complaint letter against the fee or charges for their services. Being a student of letter writing, an individual or person could get a bird’s eye view from these complaint letters, which are written by professionals. Some tips for writing a complaint letter are as follows;
- The writer of this letter should have a clear vision of the concerns which a consumer has faced while using a service or product.
- Start writing a complaint letter with the formal greetings and then move straight toward your prime heading section.
- To receive the attention of the reader, the writer should highlight the addressee’s name and position. Then, let them be aware of the reaction to certain products or events, as consumers face.
- Without mentioning the problems at top, you should explain them in detail. This will enable readers and authorities to understand the concerns as described by the user, which became the reason of dissatisfaction.
- Moving further, the writer should expand its focus on the effects and consequences which the user has faced. The appropriate way is to present the damage with images which a user has suffered.
- After successfully elaborating on the problems, the main focus of a writer should be on the addressee, to let them make them aware of the issues. For that purpose, a writer can ask them to observe and investigate these damages or after-facts, with respect to the situation which a user has faced. Furthermore, to add value to the document, a writer can add a warning which would specify that if no action is taken against the responsible authorities, formal legal proceedings against the authorities can be started.
- In the closing section of this letter, a writer should take care of his/her words which he/she has written in the above statements. These words must reflect your concerns politely and softly. However, this should not leave a message to authorities that the user will not go for legal assistance if the raised concerns are not addressed soon.
More Details of Complaint Letter:
There is no specific topic which can be used to encourage a user to lodge a formal complaint, until he/she feels like himself. Perhaps there are certain problems which could be resolved by lodging a complaint form, either by writing a complaint letter or through contacting a company online. These problems can be:
1- Infringements of rights
2- corruption
3- unfair treatment
4- laziness of officials and many more.
Common Mistakes in Complaint Letter
A professional writer, if hired, can provide assistance with respect to the errors or mistakes which are observed in a letter of complaint. The following are some common mistakes which can be seen in a letter of complaint if written by an ordinary user. These are:
Firstly, as the complaint letter and attached documents are essential documents and could be presented in a court case as evidence. Therefore, it should be kept with extreme care.
Always take control of documents whenever you purchase any product from an organization.
Always add maximum information about the product and the organization in a complaint letter. This will make things crystal clear and you should specify the details with respect to name, address and dates.
