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Writing a general complaint letter

You're not the first, and you won't be the last, consumer to be dissatisfied with your purchases. Don't be afraid to complain to the appropriate people.

Most providers of goods and services want to you to be happy in your dealings with them and will take your complaint seriously. To communicate the problem and get the result you want, personalize the form letter below by entering your specifics in the CAPITALIZED areas.

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DATE

NAME OF COMPANY, STORE OR SERVICE PROVIDER
STREET ADDRESS
CITY, STATE, ZIP CODE

Dear Sir or Madam OR THE NAME OF THE SPECIFIC PERSON BY WHOM YOU WANT YOUR LETTER READ:

This is to advise you of the unfortunate experience that I had with NAME OF THE COMPANY, STORE OR SERVICE PROVIDER recently OR A SPECIFIC DATE, IF APPLICABLE. I have been a customer with NAME OF COMPANY, STORE OR SERVICE PROVIDER for HOWEVER LONG YOU HAVE BEEN A CUSTOMER. SHOW PROOF THAT YOU ARE A VALUABLE CUSTOMER. AN EXAMPLE OF THIS FOR SOMEONE WRITING A COMPLAINT TO A COMPANY THAT PRODUCES SUGAR-FREE CANDIES MIGHT BE: I HAVE ENJOYED YOUR PRODUCTS MANY TIMES IN THE PAST AND HAVE RECOMMEND THEM TO MANY PEOPLE LIKE MYSELF, WHO TRY TO AVOID EATING SUGAR.

However, a recent experience I had with your company has left me with a bad taste in my mouth. INCLUDE ALL RELEVANT INFORMATION ABOUT WHAT HAPPENED AND WHY YOU ARE DISSATISFIED. IF WHAT YOU ARE DISSATISFIED WITH IS A PRODUCT, TRY TO INCLUDE AS MUCH TRACING INFORMATION AS YOU CAN, SUCH AS THE BARCODE, THE DATE YOU MADE THE PURCHASE, AND THE STORE NAME. INCLUDE A PHOTOCOPY OF YOUR BILL OR OF ANYTHING ELSE THAT YOU HAVE ON PAPER.

As compensation for this regrettable experience, I request WHAT YOU THINK IS FAIR COMPENSATION. STATE WHAT YOU WANT IN A RESPECTFUL TONE. IF IT IS NOT CLEAR TO YOU WHAT YOU SHOULD ASK FOR, SIMPLY ASK TO BE SUITABLY COMPENSATED FOR THEIR WRONGDOING. AN EXAMPLE OF THIS IS: I KNOW THAT YOU WILL DO WHAT YOU CAN TO RECTIFY THIS PROBLEM TO REGAIN MY TRUST IN YOUR COMPANY, AND THAT YOU WILL COMPENSATE ME APPROPRIATELY.

IF WHAT HAPPENED IS SEVERE ENOUGH AND YOU THINK YOU MIGHT WANT TO TAKE LEGAL ACTION, THEN END YOUR LETTER LIKE THIS: I trust that you will take the time to explain to me how this could have happened, and I will expect to hear from you by A CERTAIN DATE, PERHAPS TWO WEEKS FROM THE TIME YOU SEND THE LETTER advising on how you wish to proceed.

Thank you for your prompt attention to my request. If you have any questions, please don't hesitate to call me at YOUR DAYTIME TELEPHONE NUMBER, WITH AREA CODE.

Sincerely,
YOUR SIGNATURE
YOUR TYPED NAME
YOUR ADDRESS
CITY, STATE, ZIP CODE
YOUR E-MAIL ADDRESS
YOUR PHONE NUMBER

 
-- Posted: Aug. 30, 2005
   

 

 
 

 

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