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How to Write a Complaint Letter That Gets the Result You Want

How to Write a Complaint Letter That Gets the Result You WantHave you been double-charged on your credit card? Did the poor service at that restaurant ruin your special evening? Were the flowers you ordered delivered to the wrong address? Then it’s time you write a complaint letter that gets the situation resolved to your satisfaction.

Make your opening sentence a positive one and get to the point in the first paragraph. The flower shop doesn’t need to know this was your grandmother’s 90th birthday, but they do need to know that you’ve been their customer for five years. Beginning on an upbeat note will let them know you want to continue doing business with them.

Tell your story precisely and in as few words as possible. You don’t need to tell the restaurant that you were hosting a business dinner with your new boss, but rather this was a special evening to celebrate an important occasion. State specifically what went wrong, such as the food was cold or they neglected to bring the appetizers until the main course was served. Be humorous if possible- this wasn’t brain surgery even though it was important to you.

Don’t threaten. Swearing to never shop there again or to call the Better Business Bureau just makes you appear out of control. No one will be in a hurry to handle your problem. If you act respectfully, you can expect the same behavior in return.

State exactly how this mistake cost you (time, money or embarrassment) and what result you want (refund, free meal or gift certificate). Be reasonable in your request- you won’t get unlimited free meals for life because the waiter spilled coffee on your new suit. However, you may get a free bottle of wine on your next visit.

Provide a copy of your receipts, correspondence or contracts with your letter. If you had a contract with a caterer and he didn’t provide the desserts you ordered, having the agreement to prove it will further your cause.

When the matter has been resolved, be sure to do the company a favor in return. Telling your friends about the flowers that were delivered to the wrong hospital and how the florist personally took a fresh arrangement to the patient himself shows how far the merchant was willing to go to provide excellent customer service.

Remember, the purpose of business is to keep the customer coming back. How you let the company know about their mistake is just as important as how they remedy the situation- it can be a win-win solution for both parties.

By Kathy Swann

Comments

  • Un
    Gurbachan Singh  [send email] 24th of Aug, 2007

    I bought 499/- post plan and fulfilled all the formalities which are reqd by the office. After 7 days my number activated, and there after four days a boy of Airtel rang up me for address verification but he did not reach to me. After two days outgoing calls blocked by Airtel office. I talked to customer care they told me that there is something wrong with your given address. I gave a fresh serving certificate to Airtel rep from whom I bought the Airtel connection but after this now it is over four days but action has been taken from Airtel office. I am waiting for one more day then I am going to consumer court for harassment done by the Airtel office Bhopal. My number is 9981541086 which is totally blocked for incoming and outgoing by Airtel.

    I have not ever seen the poor response as i seen this time.

  • Un
    Martha Munoz  [send email] 11th of Sep, 2007

    I been very baddly harrassest at work and I've been doing the best I can on paying my car loan. I'm going through a seperated and my husband was in jail and I had problem to pay this month I'm only 1 Car payment I would like to know if I can have just this one change to have this 1 car payment owned add to the end contract please and I should have any more problems. But this person Jason and Jerry from San Jose Collection are a bit to much. please call if y can help

    thanks Martha Munoz
    408-830-4062 or 408-254-0379

  • Un
    Ramesh Shaw  [send email] 16th of Oct, 2007

    In regard to immediate supply of HP Gas double connection to me because I had been tried so many times for getting this. Please suggests me what steps I have taken for doing my desire.

  • Un
    Sunil Kumar Jena  [send email] 17th of Oct, 2007

    I have paid courier company for the lottery published Yahoo/MSN board.

    I want to take legal action on them at London,UK.

    I am a Indian,

    Advise me the forward path,

    SK Jena

  • Un
    Nepias Tafirei  [send email] 3rd of Nov, 2007

    l received emails saying l won 1.5 million British pounds from people calling themselves fastway couries international.l replied tying to see what was it about. l was then asked to send £455.00 for administrative + postage fee. l was asked to pay this through western union.that's when l realised this must be a fraudent attempt on me.

    to anyone receiving these kind of emails,take extra pay.

  • Un
    V.vivek Reddy  [send email] 9th of Nov, 2007

    i am an airtel subscriber. my phone no is 9952092576
    every time as soon as i recharge my mobile i am getting a sms that i subscribed for some airtel pack and i am loosing rs.15 each time ..but i did not subscribe for any airtel packages or offers ..(nor i am not getting any such packages)..i called to the customer care but there is irrelevant response..and my problem was not solved...till now i lost rs.60 this way
    i am from india ..(chennai)

    this is the worst service i had ever seen


    if any one has an idea to get my money back ..please suggest me....or please give me the mail id of airtel head office , chennai...

  • Un
    Vinod Tanaji Patil  [send email] 7th of Dec, 2007

    I have paid courier company for the lottery published Yahoo/MSN board.

    I want to take legal action on them at London,UK.

    I am a Indian,

    Advise me the forward path,

    your faithifully
    vinod patil

  • Un
    Prakash Paliwal  [send email] 17th of Dec, 2007

    Please send me the bhopal contact number. I am electrical contractor & requiring about 10000/ no. sim for modems Installed on the meters & monthly service related to them.
    I think the technology is GPRS.

    Urgent

  • Un
    Jagarapu Ramu Naidu  [send email] 15th of Jan, 2008

    From: Date:16-01-2008.
    Dr. J.Ramu Naidu
    Flat No.1, 3rd Floor
    Siripuram Towers
    Visakhaptnam-530003.

    To
    The Manager,
    SBI Cards & Payment Services Pvt. Ltd.,
    New Delhi

    Sir,
    I don’t have any S.B.I. Credit card in favour of my name. I received a remainder letter for the payment of Rs.561.80 an outstanding on S.B.I. Card No. 4006 6615 0906 5624, date:05-01-2008..In this regard we have informed to your office on 29-1-2007 and 7-2-2007 for the rectification. Please rectify your records. Please give me the reply letter as early as possible.

    Thanking you,

    Yours faithfully,

    (J.Ramu Naidu)

  • Un
    Jagarapu Ramu Naidu  [send email] 15th of Jan, 2008

    From: Date:16-01-2008.
    Dr. J.Ramu Naidu
    Flat No.1, 3rd Floor
    Siripuram Towers
    Visakhaptnam-530003.

    To
    The Manager,
    SBI Cards & Payment Services Pvt. Ltd.,
    New Delhi

    Sir,
    I don’t have any S.B.I. Credit card in favour of my name. I received a remainder letter for the payment of Rs.561.80 an outstanding on S.B.I. Card No. 4006 6615 0906 5624, date:05-01-2008..In this regard we have informed to your office on 29-1-2007 and 7-2-2007 for the rectification. Please rectify your records. Please give me the reply letter as early as possible. It may not be occurred any customer.

    Thanking you,

    Yours faithfully,

    (J.Ramu Naidu)

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