An effective complaint letter is short and to the point and includes documentation. Written correctly it can also help make your voice heard and achieve your goals.
How to write a complaint letter that gets results Keep in mind that most errors are unintentional and realize that most businesses and organizations want to address and clear up complaints quickly in order to have satisfied customers or members.
Address your letter to a specific person
Letters addressed to "Dear Sir" or "To Whom it May Concern" are not as effective and will likely not reach the right person. Call ahead and ask for the name of the manager and his or her administrative assistant. Writing to the assistant may ensure your letter reaches the manager.
Begin your letter on a positive tone
Consider how you'd react if an angry customer approaches you and shouts obscenities versus someone who smiles who begins the conversion with compliments.
Be brief
Keep your complaint letter to one page, and write short paragraphs rather than long ones.
Be honest and straightforward
Include sufficient detail to back up your claim and to show that you have thoroughly researched the subject. However, omit irrelevant details.
Maintain a firm but respectful tone, and avoid aggressive, accusing language
Keep your complaint letter concise and professional.
Send only photocopies of receipts and other documents, and retain all originals
Keep a copy of the complaint letter for your records.
Get other signatures
In many cases, you can increase the effectiveness of your letter by getting several others to sign it with you. This is particularly the case when trying to influence or change legislation, denouncing material from the media, and so forth.
Do not threaten!
If a company has repeatedly given you bad service and refuses to correct the situation and you feel that your only recourse is to pursue legal action, voice your feelings in a tactful but firm way. However, don't threaten legal action unless you are willing to follow through with it.
Avoid making generalizations
about the company or organization if your complaint letter focuses on a single individual.
Use tact, and be direct, but respectful
If you need to make a complaint to or about people that you will still have contact with on a regular basis, your complaint needs to accomplish its purpose without destroying the relationship.
Include your contact information
Include your name, address, phone number, and e-mail address, if desired, so that the person(s) can reach you to discuss any questions or concerns.
If a first letter does not bring action, assume a stronger but still respectful tone in the next one.
If two or three letters do not resolve the problem, send one to the president or CEO of the company or entity. In each case, be firm but polite.
With a well-written complaint letter you can:
• Clearly make your complaint to the person(s) involved.
• State plainly and directly your reason(s) for making the complaint.
• Indicate what the reader can or should do to address your complaint, and specify how long you are willing to wait to have your complaint resolved.
Be reasonable.)
• Communicate clearly, but respectfully, that you are dissatisfied with the service you have received.
• Explain why your suggestion or request for retribution should be granted (if you made one).
• Make your concerns known to politicians and bureaucrats.
(Note: Your letter is more likely to be answered if you discuss specific concerns rather than political issues.)
Example Complaint Letter to the Airlines
To
The Manager
Customer Service Department
Bangalore International Airport
Fish King Airlines
Subject: Complaint letter against staff’s misbehavior
Hello Sir / Madam,
This is a gentle effort to bring to your notice one of the most unexpected returns of hospitality. You are counted as one of the best and luxurious airline services in India, claiming yourself to choose your staffs personally so that they can take care of your passengers as own guests. Being one of the regular business class flyers of Fish King, it was beyond my anticipation to receive such misbehavior from your airport staff.
Yesterday I was supposed to board your Bangalore-Delhi morning flight. Due to unavoidable reasons, I got late in reporting at your reception counter. I respect your rules and apologized for failing to adhere to the same. Rest apart, the response I received from the lady at the counter was too rude and unprofessional than anything, which I did not expect at all. I will not like to take her name specifically, but will surely look forward to a genuine reply from your side.
Thanks and regards,
Dr. Tyas ayumi
