Business, like life, is a roller coaster ride. You have the difficult uphill climb, the fun twists and loops, and the gut-wrenching drops. And like life, you would also go through several difficulties along the way. Running a business is definitely no easy feat ,and chances are you’d have a couple of dissatisfied customers and clients along the way. It is also just as likely that you’d be on the other end of the stick, unhappy with what you saw as a substandard service.
As people in business, it is important to remain cordial and professional. It would then be improper for you to rant on Facebook about displeasing dealings with other businesses. What is the proper way to deal with it, you may ask? Well, check out these Sample Letters and guidelines on writing a firm and well-mannered complaint letter.
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Writing a Complaint Letter
Even when writing a letter of complaint, it is still important that you keep your tone and words professional. If you are new to business letter writing, download these Professional Business Letter Formats to help you achieve a businesslike tone to your writing.
To ensure that your complaint will be addressed, keep the following reminders in mind:
- Address your letter to the Customer Service Department.
Customer service representatives are used to dealing with complaints from customers and thus are more likely to respond to your letter. The best way to make sure that your complaint will be dealt with efficiently and effectively would be by addressing it to them.
- Don’t beat around the bush.
Go straight to the point. People in business are very busy people with paperwork upon paperwork to deal with. Long, flowery letters might be mistaken for junk mail and be tossed aside. To avoid this, make sure that the reader will get the gist of your letter in under a paragraph. Use succeeding paragraphs to give further details and explanations.
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- Tell them what you want.
The people who will deal with your letter are not mind readers. Specify in your letter what you want done to remedy the situation, be it a refund, exchange, repair, or some other form of compensation. Be constructive in your comments. Don’t threaten legal action in your first communication. Send your letter first and see how they respond.
- Attach copies of supporting documents.
Include copies of receipts, contracts, warranties, checks that you sent, and if appropriate, photos and videos. Remember to send copies and not originals so that there’s no chance of these documents to be misplaced should you need them further.
- Give a time limit for resolution.
Giving them a time limit to respond to you would prevent them from forgetting about or putting off your issue. It shows them that you are serious about your complaint and are keeping tabs on its progress. However, make sure that the time you give is reasonable.
- Be polite
Thank the recipient for their assistance and tell them how you could be contacted. Remember to be firm yet polite in your letter. Rudeness will not get you anywhere as they would have little or no will to help you resolve your issue.
Complaint letters are a little challenging to write. You have to find the right balance of being courteous without sounding like a pushover while being authoritative without sounding too entitled. See these Complaint Letter Samples for guidelines on how to find that balance.
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