Tips to Write a Sound Complaint Letter

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Published: 24th March 2011
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A complaint letter, also known as, a letter of complaint is a type of formal letter that is written to express a grievance or discontent towards a certain organization, person or situation. These letters ask for a plea to take the required action to solve the problem when all the other attempts to find a solution fail.

These are written to deal with situations in different walks of life. For example:

a) A letter of complaint against a neighbor to the concerned authority for trespassing.

b) A letter against the company by an employer for delayed compensation.

The letter legitimizes a problem and hence is a powerful instrument to resolve issues. However, writing an effective complaint letter is a small challenge that needs to be dealt with. Here are certain tips that can help you write a sound complaint letter.

1. Identify the right recipient of the letter Before writing the letter, it is very important to identify the right person or the authority to whom the letter will be addressed to.

2. Brevity of the subject The subject or the purpose of the letter should be brief but clearly stated. The subject should not be more than a line.

3. Contact information Do not forget to mention your complete contact information. This will be used by the concerned authority to reply to the letter.

4. Clarity of the problem The problem situation should be clearly but briefly stated. Avoid fabricating the problem by over-expressing your personal emotions thereby digressing from the main points.

5. Inclusion of all the factual information any factual information that either describes the problem more vividly or adds weigh to your earlier efforts to solve the problem should be accurately mentioned. For example, the date, place and bill number of the purchase of faulty equipment.

6. Tone of the letter The letter should be assertive, professionally-worded but not rude at the same time. Avoid sarcastic and abusive statements.

7. Relevant enclosures Attach the copies of all the original documents relevant to the problem.

8. Impact of not attending to the problem To ensure that the concerned authority takes your plea seriously, do mention the loss that will arise to the authority or the faulty organization by not redressing the problem.

9. Constructive criticism In a complaint letter, you can liberally criticize the faulty for making false promises and maintaining a fake good reputation. This may help you seek a quick response to the letter.

10. Suggestions After stating the problem, if you have any alternative solutions to deal with the problem, do mention them in the letter.

Know more about Complaint Letters.

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