Many times a person can not be satisfied with some service and product or maybe for another thing. At that time he or she needs to make a complaint against that product or service.
But that complaint should be an informal way. So we are giving some tips on how to write a complaint letter against goods or services.
I think it will help to increase the power of your complaint letter. So let’s go to know how to write a complaint letter in an effective way.
How to Write a Complaint Letter
A complaint letter is written to claim for damage but it should be courteous in tone to convince the seller. The following points should be considered to draft a complaint letter:
1. Give thanks to the supplier or seller for his valuable service.
2. State the problem clearly and demand the inconvenience in a courteous tone.
3. Provide clarification regarding the claim and give identification for the respective damage or fault.
4. Give detailed information regarding the product or service so that it is clear to the seller and helpful for his examination.
5. Notify the way to rectify or adjust the damage.
6. Ask for neutral or fair judgment from the seller or service provider.
7. If there is a repetition of mistakes or early claim remains unsettled, it may require making the seller aware regarding legal bindings or action indirectly.
8. Close the letter by requesting to extend the supplier’s or seller’s co-operation and to take immediate steps to avoid repetitive mistakes.
9. Firstly try to know the name of that person you will write to and mention the name of that person in your complaint letter.
10. You should type your name at the end of the letter, before your signature.
Our objective is to get adjustment or compensation, So we should try to win the heart, not to break it.
Factors to be considered in drafting a Complaint letter
The complaint letter should be drafted in a clear statement with a polite and calm tone. The following factors should be considered:
1. Expressing sorry: There was actually no intention to claim but circumstances have called for stating the claim. In this regard, the buyer should express his sorry.
2. Date: The date of the arrival of goods should be mentioned clearly.
3. Specific complaint: The Claim should be specific. A buyer should clearly identify whether the fault exists with the goods supplied or service rendered.
4. Advice: The buyer should state the steps necessary to rectify the mistake. He should also advise being cautious in the future in a tactful way.
5. Conciseness: Complaints should not be too large with irrelevant topics or matters. It must be in brief but complete.
6. Courteous request: The seller should not be charged directly rather buyer should make a courteous request to solve the problem promptly.
7. Explanation of Damage: The buyer should explain the nature and extent of inconvenience or damage caused in terms of money, sales, service, or goodwill.
J.H Jains quoted that “An ideal complaint letter helps to improve the service rendered by seller and causes advancement of goodwill.”
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