How to Write a Strongly Worded Letter of Complaint?

Written by: Kaushik Jethva

Last Updated: May 25, 2023

strongly worded letter of complaint
Strongly Worded Letter of Complaint

Dealing with a problematic product, service, or experience with a company can be frustrating and time-consuming. We have all had experiences with companies that were less than satisfactory. Perhaps we received a defective product, or our service was subpar. Regardless of the issue, it is important to let the company know how you feel.

Writing a complaint letter is one of the best ways to express your dissatisfaction and get the attention of the company. A well-crafted complaint letter can help you express your concerns clearly, provide evidence to support your claims and increase your chances of receiving a satisfactory resolution. In this blog, we will discuss how to write an effective complaint letter to a company.

1 Best practices to follow while drafting a strong complaint letter

Step 1: Identify the Problem

The first and most crucial step in writing a complaint letter is to identify and describe the problem you are facing. Be specific and provide as much detail as possible. This could include the date, time, and location of the incident, the names of the people involved, and any other relevant information that can help the recipient understand the situation.

For example, if you received a damaged product, you should provide details such as the date of delivery, the condition of the package, and the specific damage to the product. This helps the recipient understand the problem and take appropriate action.

Step 2: Gather Information

It’s important to stay objective and factual when writing a complaint letter. Avoid using emotional language, exaggerating the problem, or making personal attacks. Stick to the facts and provide evidence where possible to support your claim.

For example, if you received a faulty product, you could attach photographs or video evidence to demonstrate the problem. This approach strengthens your argument and helps the recipient understand the severity of the issue.

Step 3: Determine Your Desired Outcome

Decide what you want to achieve through your complaint. Do you want a refund, replacement, or apology? Be specific and clear about your desired outcome. This will help the company to understand what you want and provide a more appropriate resolution.

Example:

“I am requesting a replacement vacuum cleaner that is fully functional and meets the advertised specifications. Alternatively, I would like a full refund for the defective product.”

Step 4: Start Writing Your Letter

Now that you have gathered all the necessary information and determined your desired outcome, it is time to start writing your complaint letter. Here are some tips to help you write an effective letter:

Use a Professional Tone

Your complaint letter should be written in a professional tone. Avoid using emotional language or making personal attacks on the company or its employees. Remember that the goal is to resolve the issue, not to vent your frustration.

For example, “I am disappointed with the quality of the vacuum cleaner and the inconvenience it has caused me. I would appreciate it if you could resolve this issue promptly and provide a satisfactory resolution.”

Be Specific and Concise

It’s important to stay objective and factual when writing a complaint letter. Avoid using emotional language, exaggerating the problem, or making personal attacks. Stick to the facts and provide evidence where possible to support your claim.

For example, if you received a faulty product, you could attach photographs or video evidence to demonstrate the problem. This approach strengthens your argument and helps the recipient understand the severity of the issue.

Provide Evidence

Provide evidence to support your claim. This may include receipts, order numbers, photographs, and any other relevant documentation. Evidence can strengthen your complaint and make it easier for the company to understand the issue.

For example, “I have enclosed a copy of the receipt, as well as a photograph of the vacuum cleaner and its serial number. I believe that the product is defective and does not meet the advertised specifications.”

Explain the impact of the problem

In addition to describing the problem, it’s essential to explain how it has affected you. This helps the recipient understand the impact of their actions and shows that you are not just complaining for the sake of it.

For example, if you received poor service at a restaurant, you could explain how this ruined your evening and prevented you from enjoying your meal. This adds a human element to the complaint and makes it more likely that the recipient will take your concerns seriously.

End on a positive note

Finally, it’s important to end the letter on a positive note. Thank the recipient for their attention and express your hope that the issue will be resolved satisfactorily. This shows that you are not trying to cause trouble but are looking for a positive outcome.

For example, you could end your letter with a statement such as: “I appreciate your attention to this matter and look forward to hearing from you soon to resolve this issue.

Provide Your Contact Information

Make sure to provide your contact information so that the company can reach you to follow up on your complaint. Include your full name, address, email, and phone number.

Example:

For example, “Please do not hesitate to contact me at the above contact information if you need any further information or have any questions. I look forward to hearing from you soon and resolving this issue satisfactorily.”

Step 5: Edit and Proofread Your Letter

After writing your letter, take the time to edit and proofread it carefully. Make sure it is free of spelling and grammatical errors and that it is clear and concise. A well-written letter is more likely to be taken seriously by the company.

Step 6: Send Your Letter

When you are satisfied with your complaint letter, send it to the company by mail or email. Double-check that you have included all the necessary documentation and that the company’s address or email is correct. Keep a copy of your letter and any attachments for your records.

[Your Name]

[Your Address]

[City, State Zip Code]

[Your Phone Number]

[Your Email]

[Date]

[Company Name]

[Address]

[City, State Zip Code]

Dear Sir/Madam,

I am writing to express my dissatisfaction with the issues I have experienced with your subscription service. I have been a subscriber since March 2022, but I have encountered several problems with the service that have not been resolved.

Firstly, I have had trouble accessing the online content that is included in my subscription. Despite multiple attempts to log in and access the content, I have been unsuccessful. Secondly, I have noticed that the service frequently goes down and becomes unavailable, which has caused significant inconvenience and frustration.

In addition to these issues, I have also found that the customer service provided by your company has been unresponsive and unhelpful. I have attempted to contact customer service on multiple occasions, but my concerns have not been adequately addressed, and I have not received any satisfactory resolutions to my issues.

I am requesting a refund for the remaining balance of my subscription, as I have not been able to access the content and services that I have paid for. I believe that this is a fair resolution to the problems I have encountered with your service.

Please let me know how I can proceed with obtaining a refund. If you need any further information or have any questions, please do not hesitate to contact me at the above contact information. I appreciate your attention to this matter and hope that we can resolve this issue amicably.

Sincerely,
[Your Name]

2 Wrapping Up

Writing a complaint letter to a company can be an effective way to address issues and achieve a satisfactory resolution. By following these steps and tips, you can write a clear, concise, and professional letter that will increase your chances of receiving a positive outcome. Remember to be specific, provide evidence, and explain your desired outcome. With a well-written letter, you can effectively communicate your concerns to the company and get the resolution you deserve.

Also, for the reference to your business or company, also check out our informative blog on mastering the art of appeal writing to get results.

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About This Article

Kaushik Jethva
Written by: Kaushik Jethva author

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Updated: May 25, 2023
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