Guide To Writing Formal Complaint LetterIn today’s world, the buyer can influence the market. The consumer can be sure that there are a lot of companies that are desirous to provide you with whatever product or service you require; hence today you have a fantastic opportunity to gain the advantage of such enterprises.
However, there is one condition: you shouldn’t be unresponsive. If you don’t like anything in the company that makes available you with their product, you should put in the picture them about it. Typically, people contact the call centre, and often it has no result. The most efficient way to reach the decision-maker is to send him or her formal complaint letter.
If you are reading this article, possibly you were in recent times disappointed or even angry with the service of a company. Or, you are just training to complete such tasks for educational purposes. Anyway, we are going to teach you how to write this kind of paper. So, in this article, we will answer all possible questions about complaint letter format, and we will provide you exclusive tips that will be useful to you while writing.
Formal complaint letter in questions and answers-
Q: How should I apply to the addressee?
A: It would be perfect if you find out the name of the CEO or another decision-maker. In this case, you should write the name of the person you are contacting. For example
Dear Mr. or Mrs.
If you don’t know to whom specifically you are writing to, then you are allowed to use
“Dear Sir/Madam.”
Q: Can I make use of the name of the enterprise in the salutation?
A: Yes, you can. If you would like to make use of the name of the company or the title of the distinct department you should do this the following way:
Dear Quality Control Representative
Q: What is the complaint letter format?
A: You can stick to any formatting style provided that it is easily readable. We suggest using these requirements:
- Font- Times New Roman, Arial, Calibri, 12 pt. don’t use too fancy fonts so that your text is easy to read and understand.
- Spacing- Double-spaced. You will have a better chance to make read your text it is easy to identify.
- Margins- 1 inch on all sides, aligned left.
Q: Should I send an email or a letter by mail?
A: You can send any of them if you are aware of the company and the physical address. However, we recommend that you send the email for several reasons.
- It is faster
- It is more popular way of communication nowadays
- You will have the proof of your sending this mail if they “accidentally” lose it
- You can do this at home
Q: How should I put the address on the letter?
A: Your letter should contain the information about your address (top line aligned left) and the information about the address of the recipient (two lines below you address aligned right).
Q: What should I mention in my letter?
A: When you write a formal complaint letter you should put in the following required information:
- The accurate time and date when you are being harmed.
- A brief description of the incident. Your description should be short but detailed.
- The person responsible for the incident.
- The place where all the events happened. If it is not a physical place (it could be a website) you should also tell the details about it.
- Suggest your way resolve the conflict. If you would like to receive the compensation you should mention it.
Quick tips:
1. Don’t send the letter at night- You will then worsen your chance to receive the reply as soon as possible. We suggest that you send it between 10 and 12 A.M.
2. Stay calm- You can express your dissatisfaction emotionally to your family and friends but don’t do this in your letter. Otherwise, your offender won’t take you seriously. Also, you should know that aggression generates aggression. If you would like to reach your goal and receive an apology, don’t be quarrelsome.
3. Express your purpose clearly- If you want the company just to give their apologies to you, you should mention it. If you need to receive a new product, discount, or anything similar, you should clarify this.
Asking for help-
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