It happens to all of us at some point in our life time. When we are out eating, shopping or on the telephone and the service provided is just horrendous. These things can really frustrate us and we get to a point where become very agitated. Many of us a say the magi words “I would like to speak to your manager”. How bout if instead of asking for the manager every time we write a complaint letter.
Complaint letters are used to express concern to business companies that you are writing to. Usually, to describe how poorly the service you experienced was. This happens all the time and it gives business an incentive to improve their customer service skills. If they don’t they are in jeopardy of losing their customers. Customer service is very important to every business company because, without customers their business will not survive. After reviewing an article online, I came across a couple of pointers that I think are very helpful when writing a complaint letter. They are listed below.
1.) Before you write a letter make sure you know who you are writing to. You do not want to write to a company as a whole, try to remember the person name.
2.) Don’t write in anger. No matter how bad the situation was try to stay composed and professional.
3.) Do not wait more than a week. If you wait longer than one week, the person or situation you are complaining about may not be there.
4.)Provide facts. Such as dates and time of the incident. Try to provide as much information as you can because it well help the people in charge get acquainted with the situation.
5.)Get to the point. Don’t get off topic. Write about how you feel and don’t write in an angry tone.
6.) Type the letter don’t write it. Typing a letter is much more professional because it shows that you took time to sit down and express your concerns. Writing a letter is just informal and unprofessional.
7.) Provide contact information. Most manager will respond to your letter by email, telephone, or letter. So the more information you provide the better off you will be.
8.) Thank the person who is reading your letter. Ending on a positive note is very important. This should bring back positive results. Also, make sure you sign the letter.
For more information on how to properly write a complaint letter and to see examples of a written compliant letter visit the websites below.
http://www.essortment.com/all/writingcomplain_repi.htm
http://www.businessballs.com/complaintsletters.htm
http://technicalbusinesswriting.suite101.com/article.cfm/how_to_write_a_complaint_letter
Picture: (http://center4debtmanagement.com/Gifs/SampleComplaint.gif)
It looks like you did your homework judged by your different sources. The information provided in your post is great. It contains a wealth of knowledge. Good work!
ReplyDeleteThose are definitely some very good tips in writing a complaint letter. I suppose if someone was angry enough to write a complaint letter they would have to work very hard on not writing out of anger. Great job on your research!
ReplyDeleteThis is so interesting. I work in the service industry and whenever a letter is sent into the office, the manager posts them for everyone to see. There have been times people are fired or attention is brought to certain things as a response to these letters. If we keep within the guidelines you offer, I can testify action really is seen.
ReplyDeleteRemember to keep it to a maximum of 250 words and include a graphic. Thanks for the citations. I had to go in and edit the word complaint as you forgot the t. Watch your proofreading. We need to project a professional image.
ReplyDeleteAlso, don't forget to reply to two of your peers' posts if you want the extra points.