A complaint letter is one of the nastiest things there are when it comes to writing a nasty thing. To me, it’s despicable. Firstly because it’s obvious I’m not writing it out of boredom, but something bad has happened. Either I paid for something that didn’t meet the contract or something bad occurred and I’m complaining about it. With hopes of a positive result, that’s about the only thing there is good about the whole situation. Hope.
Type your name, address plus all your phone numbers. Then state your case. Now be extremely careful. If you’re in a high state of anxiety, stress or rage, DO NOT DO THIS. Wait until it passes or at least temperates. Because at this particular point you are inclined to vent all your rage and frustration on an innocent character. Yes, the person reading your letter is most definitely not responsible for your problem but may be very helpful in resolving it. Most people complaining have the wrong idea in their subconscious that their complaint will reach exactly the guy responsible for the issue. Wrong! Companies have employees that are meant to do that and that only: deal with complaints. You can imagine it’s not the greatest job in the world. But those are the same persons responsible for taking care of your problem. If you raise hell they may be less helpful than if you’d make a civil case out of it.
Make it brief. Not laconic, but brief in a businesslike way, do not digress to unnecessary facts like how long have you worked for that amount of cash with which you bought a piece of junk etc. State the exact problem you have. Also mention how long are you willing to wait to have it resolved. Include copies of all documentation regarding your case. Make sure those are only copies. Also make a copy of the letter in itself and also when you send it make sure you have the ‘proof of delivery’ option checked. It may cost extra but it’s worth it. In case the letter gets lost or something else happens you need to have an actual account that you have mailed it correctly.
Stick to the facts. You should mention dates, places, any actions that may have been related to the occurrence of your issue. If you write it by hand, make sure it’s neat and easy to read. If your handwriting is not exactly up to that, type it and print it, it will save you and the reader a lot of time and pain…