Writing an Effective Complaint Letter
Complaint letters are written when you encounter problems in a business transaction, eg. For example, in the case of the purchase of defective goods or in the provision of services. It expresses feelings of injustice or disrespect.
Complaint letters can also be forwarded to government agencies, for example if the receipt of a pension has been delayed. In clinical treatments, errors may have occurred that have caused serious illnesses of your body. This also leads to a letter of complaint.
This is one of the hardest to write because the author is mostly emotional, full of fear and anger. One is often in the middle of anger when writing a letter of complaint. However, it is always best to remember that effective letters of complaint have a respectful tone all the time.
Keep in mind that it is not the best time to write when you are in the middle of your feelings. It will be good to walk up and down for a while, to relax and to grab yourself before finally sitting down with pen and paper.
The good thing about writing letters is that at this crucial moment, you can pause and think clearly about what you want to say. Use it wisely and to your advantage.
Complaints can be made orally, but there are several advantages to writing complaints rather than pronouncing them. First, writing complaints gives the complainant time to cool off and think clearly before expressing his dissatisfaction.
The complainant is in a position to clearly articulate his thoughts and clearly describe the events that took place. Be precise. Remember the dates and times carefully and include them in your letter for credibility. If you can also enclose evidence such as receipts or other documents, this is a good and strong reference for your reasoning.
It is important to keep a respectful tone in your letter. Writing personal attacks does not solve anything. Keep the letter factual and straight to the point. Maintain a positive tone. Be polite and professional. Be objective and reasonable. If the complainant is friendly, the recipient is more likely to be interested in emergency measures.
An excellent letter of complaint is short and snappy, reliable, accurate, positive and kind.
It is very easy to write explanations, derogatory words and other hurtful messages that you will only regret in the end. Avoid this. The better attack is to stay tactful, intelligent and calm. Moreover, if your letter of complaint is humiliating and disrespectful, even more so than the recipient will not accept you.
Express your complaints and ideas briefly. Be reliable in the sense that the facts you provide can be verified. Complete all relevant data. They must be correct and valid.
As with any formal letter, there is also a basic format for writing letters of complaint. Start with the date and time, your address and the address of the recipient, the salutation, the body (the complaint message), the degree and your name and signature.
Send the letter directly to the person concerned. The recipient is inclined to respond to your complaint immediately when you write an effective letter of complaint.