Writing the perfect Letter of Complaint
If you want to write a letter of complaint, follow MoneyTowers.com’s ten step plan to help you write a perfect complaint letter.

1. Be Clear
Be clear about the facts behind your complaint letter and also what you would like out of it. The company in question will find it hard to help you if your letter is confusing and it is unclear as to the exact nature of your problem. Be clear as to what you are expecting as a result of the letter – an apology? Recompense?

2. Be Calm
Be calm and rational. Complaint letters that state the facts clearly and without emotion are the best sort to write as they often come across better.

3. Know your rights
Don’t rely on pieces of consumer law that your mate from the pub told you. If you are going to mention what you are entitled to or what you believe your rights are, make sure you get your facts straight first. Once you have the facts in front of you, write your letter with confidence – “I am entitled to x because…”

4. Addressee
If possible, find out the name of someone you can write to – preferably someone like the customer services manager or the head of the department that you are making the complaint about.

5. References
Make sure you add specifics to your letter to make the company find it easier to identify your complaint. Use you customer reference number, account number, full product make and model, staff names, date or purchase etc. Make sure these references are clear and easy to see, for example by adding ‘Ref: customer number xxxxxxxx’ at the top of the letter. This will help the company deal with your complaint more easily.

6. Supporting paperwork
If you have any supporting paperwork such as receipts or warranties, send copies of these along with your letter. If there is a problem with a product, take photos of the issue and include them in your letter. Always ensure you keep the originals for reference and send copies only.

7. Don’t Waffle
Keep your complaint brief and to the point. If you stick to the facts and don’t let emotion cloud your letter, your letter of complaint should hopefully be at maximum one page long anyway. Use bullet points and sub-headings to break the letter up if there is a lot of text.

8. Write Clearly
Write clearly or type your letter up. This is so that your complaint can be read easily. If you have poor handwriting, it may be difficult for the company to discern what the letter actually says and this means they will find it difficult to rectify the issue.

9. Take a Copy
Take a copy of your letter before sending it.

10. Proof of Postage
Track your letter by sending it with a proof of posting or recorded delivery. This means that you can prove you sent the letter. If it has to be signed for, you will also have proof that the company in question received your letter of complaint.

Remember to be persistent – if you do not get a reply from your letter, write again and specify a reasonable timeframe that you are expecting a response back, perhaps 14 or 28 working days.

Popularity: 3% [?]