How to Write Complaints

Have you ever been in a situation where you need to make a complaint? Did a company bill you incorrectly? Have your neighbor’s children been misbehaving? Have you been experiencing work, school, or legal problems? Has there been a misunderstanding you want to be cleared up?

The following information will help you write an effective complaint letter.

Guidelines for writing complaints:

• Write the letter as soon as possible after the incident, while it is still fresh in your mind. Type the letter.
• Explain the problem as clearly, briefly, and fairly as possible. In the first and last lines of the letter, clearly state your expectations of the other party.
• Try to confront only one problem at a time. If there are several problems, pick two or three that need immediate attention and briefly list these and how you expect them to be rectified.
• Focus on how the problem can be solved, not on petty details of the problem. Stick to the facts and avoid emotional statements.
• Try to give the letter a polite, positive tone, not a negative tone. Do not use words that express blame. Do not threaten to sue. The objective is to solve the problem and come to some kind of agreement or reimbursement.
• Include all the important information, including dates and times of the occurrence. Include information on how you can be contacted, such as a phone number and address. In case of problems related to merchandise, make copies of documents such as bills and receipts, include the copies with the letter, and keep the originals for your records.
• Conclude your letter with confidence that the matter will be resolved to your satisfaction.

Helpful words you can use: Click on each word to get definitions and examples from WordNet 1.6 Vocabulary Helper.

Misbehaving Child

School: Dissatisfaction with Grade

I put a lot of effort into this project. I spent numerous hours in the library and at the computer working on my research. My project partner, Jack, apparently did not approach the project with the same dedication as I. Enclosed, you will find copies of my notes and sources that I used in my research.

Rude Salesperson

Sourced by Janel Muyesseroglu