Home
>
Writing
>
10 Secrets For Writing Killer Complaint Letters

10 Secrets For Writing Killer Complaint Letters

Complaint letters aren't always fun, but sometimes they need to be written. In many cases, if people don't complain, the problem agency at fault (i.e. company or government) won't even know that the problem that you and others may have experienced even exists.

Ultimately, legitimate complaints, by even a few people, can (and often do) result in better service for everybody. Not only that, writing complaint letters can be personally beneficial too!

That's right. Writing complaint letters can be an empowering and therapeutic experience! It allows one to take action instead of playing the role of a victim and "nursing" an ongoing resentment towards a company about poor service or treatment received. Once the complaint letter is written and in the mail one can "let it go" knowing that one has done something tangible and constructive about the situation.

Not only that, but properly written and handled complaint letters get action!

After I started writing complaint letters, I began receiving gracious letters of apology and contrition from senior executives including bank vice-presidents and VPs of marketing for giant corporations.

Getting those in the mail, felt one heck of a lot better than "polishing" an ongoing resentment and getting even angrier the next time something bad happened. Sometimes I even get discount coupons and free merchandise!

THE 10 SECRETS

Here are some strategies I have learned for writing complaint letters guaranteed to get attention and action.

1. Write To The Senior Person Responsible

It is important that you get the name and detailed mailing address of a very senior person responsible for the product or service that you are complaining about. I generally try to write to the V.-P. level. Never go below Director level if you want a serious response. Name and address information can be obtained from the organization's Web site or by calling the company and asking for the name and title of the senior person who you should write to.

2. Don't Send An E-Mail

When it comes to sending a serious complaint letter to a company or the government, don't send an e-mail, regardless of what it may say on their Web site. E-mails are usually handled dismissively by low level "customer service" people. If you want serious attention and action, the formal written complaint letter is the only way to go. When it arrives in the VP's office (yes, by snail mail!), it triggers a bureaucratic process that ensures that the right people will see your letter, and will act on it.

3. Keep It As Short As Possible

Preferably no longer than one page, two at the most. When drafting a complaint letter there can be a tendency to go on and on just to make sure the recipient gets the point. Keep it as short as possible, but without diluting the facts of your message too much.

4. Give It A Heading For Identification

Place a heading at the top of the letter with information that the company or agency will relate to, such as your account number or customer number. Make it easy for them to find you on their computer filing system.

5. Clearly Explain The Situation

Make sure that you give all of the specific details needed so that the company or agency can verify your claim without you having to get into an endless game of telephone tag with them. Include specific dates, times and places, as well as the names of people you dealt with. If you're not sure of these details when composing the letter, call them back and ask for the specifics. (You don't have to say it's for a complaint letter).

6. Use A Positive And Respectful Tone

I have found that the best approach is to use a positive upbeat tone. Remember, you are writing to a senior person who probably sympathizes with what happened to you. Your tone should convey the message that you are the innocent victim and you understand that the company wouldn't have done such a thing deliberately.

7. Send Copies If Appropriate

There can be cases where it is wise to send a copy of the letter to other parties just to make sure that you will get some serious action. For example, in a case where you have been told to write to the Regional Manager of a program, it is often a good idea to make sure that someone in head office also gets a copy. I sometimes send a copy to customer service or customer relations offices at the national level.

8. "Shame" Them As Much As Possible

Companies that claim and advertise high levels of customer focus and service do not like to be criticized in those areas. If you have a strong case that makes them vulnerable in one of these areas, use as much ammunition as you can to embarrass them in these sensitive areas. Modern marketing terms such as: customer relationship management (CRM), one-to-one marketing, most valuable customer (MVC), and customer-centric focus, all tend to get their attention. Also, using such terms makes you sound like an authority.

9. Imply You Might Take Your Business Elsewhere

I always do this near the closing. Companies don't like to lose customers, especially long-time customers. Senior marketing people are well aware that study after study has shown that it costs five to seven times as much to recruit a new customer as it does to hold on to an existing one.

10. Ask For An Early Reply

In the closing paragraph of your complaint letter, state specifically that you are expecting an early reply. Make sure that you follow-up by phone or e-mail if you have heard nothing in three weeks. Some companies will send you an acknowledgement letter stating that they are working on your case and will get back to you within a week or two.

Use the above strategies and you are sure to get action from your complaint letters. And, don't forget the old truism "the squeaky wheel gets the grease"!

To see a fully-formatted "real-life template" of a letter of complaint, go to the following link:

http://writinghelp-central.com/complaint-letter.html

? 2005 by Shaun Fawcett

Shaun Fawcett, is webmaster of the popular writing help site WritingHelp-Central.com. He is also the author of several best selling "writing toolkit" eBooks. All of his eBooks and his internationally acclaimed f-r-e-e course, "Tips and Tricks For Writing Success" are available at his writing tools site: http://www.writinghelptools.com

housekeepers near Buffalo Grove ..

In The News:

Analysts at Silent Push have uncovered a widespread scam that uses counterfeit retail websites to steal the credit card information of online shoppers.

Chrome users need to update their browsers immediately as Google addresses a critical vulnerability that hackers are actively exploiting. Additional security measures are recommended.

A study found teens glance at phones for dangerous two-second intervals while driving, using devices primarily for entertainment, texting and navigation despite crash risks.

Security researchers uncovered a flaw in Windows 11 that allows attackers to disable Secure Boot using Microsoft-signed tools, requiring manual updates to protect against bootkits.

Carnegie Mellon's noninvasive brain technology allows users to move robotic fingers by thinking about the motion, offering new possibilities for people with motor impairments.

Multi-factor authentication (MFA) adds an extra layer of protection to your accounts. Instead of relying only on a password, MFA requires you to verify your identity using two or more methods.

Scientists from Duke, Harvard, and the University of Otago have unveiled a game-changing tool called DunedinPACNI. It uses a single AI brain scan to reveal how fast a person is biologically aging.

A disturbing wave of fake agent phone scams is sweeping across the United States, catching people off guard and draining their savings.

Emojis aren't just playful add-ons; they're powerful tools for building stronger connections in our increasingly digital world.

Google has taken a major step toward the future of clean energy by partnering with Commonwealth Fusion Systems (CFS), an MIT spin-out working to build one of the world’s first commercial fusion reactors.

If you create and share art online, you might have seen messages warning that Facebook's parent company, Meta, claims the right to use or even sell anything you post, whether it's pictures, poems, or artwork.

Cybercriminals hit Qantas in a major data breach that exposed information from up to six million customers.

Having reliable, loud, and timely emergency alerts on your phone or device is important because when severe weather strikes, every second counts.

Here's how your daily brew is becoming the foundation for greener buildings.

Artificial intelligence (AI) and large language models (LLMs), such as ChatGPT, are transforming how we learn. But what does this mean for AI and learning retention?

Modern AI data centers use much more electricity than traditional cloud servers. In many cases, the existing power grid cannot keep up. One innovative solution is gaining traction: repurposed EV batteries for AI data centers.

Microsoft 365 and Outlook users are being targeted by a tactic that injects fake billing alerts directly into their calendars.

Researchers are now showing us that old smartphones as data centers could be the next big thing in sustainable tech.

Scientists have created micro-robots for sinus infection treatment that can enter the nasal cavity, eliminate bacteria directly at the source, and exit without harming surrounding tissue.

Let's examine how your data is collected in everyday life, who is buying and selling it, what happens to it afterward, and, most importantly, what you can do to protect yourself.

Researchers at the University of Sheffield in the U.K. developed small robots called "Pipebots" that can travel inside water pipes to find and potentially repair leaks, all without any excavation.

A groundbreaking new study has uncovered disturbing AI blackmail behavior that many people are unaware of yet.

Four teams of autonomous humanoid robots competed in China's first AI soccer tournament, demonstrating advanced capabilities in ball detection and independent decision-making.

The ID. Buzz autonomous van features self-driving technology with 13 cameras, nine LiDAR units and five radars after Volkswagen partnered with Hamburg and Uber for 2026 deployments.

Social Security phishing scams use urgency and impersonation to steal personal data. Learn how to spot fake SSA emails and implement 10 protective measures.