Self Help

Every year, millions of people write a letter of complaint. Because you are one of the crowd, you’ll want your letter to stand out. Put yourself in the place of the person receiving your letter and remember that your goal is not to get revenge or to express your perhaps considerable anger, but to get results. The best way to get a desired result is to make your letter short, factual, and reasonable. Good humor doesn’t hurt either. Write a letter of complaint about:

1. billing/collection/financial/ordering errors
2. children and/or pets: misbehavior/damage by
3. community or neighborhood problems: unkempt property/ loud noises/disturbance
4. delays: late reply/shipment/refund/merchandise/supplies/ payment
5. employees: incompetent/rude/inappropriate behavior
6. legislative problems: high taxes/unfair laws/pending bills
7. merchandise: defective/damaged/dangerous/missing parts, instructions, or warranties
8. mistakes, misunderstandings, personal errors
9. policies: unfavorable/restrictive/discriminatory
10. schools: undeserved reprimands/undesirable programs
11. suspected fraud, misleading advertising, unfair practices, discrimination

How to write an effective letter of complaint: What to do and what not to do.

1. State the problem clearly, briefly, and fairly: what it is, when you noticed it, how it has inconvenienced you, what you have done, and what needs to be done to correct it.
2. Give all important facts: date and place of purchase, sales slip number, detailed description of product or service, serial or model number, amount paid, name of person who performed the service or sold you the item/gave you the wrong information, your account number or charge card number, history of previous correspondence.
3. Provide complete and accurate names and addresses, both your own and the person to whom you are writing. Also include your home and work phone numbers.
4. Include appropriate documentation such as sales slips, warranties or guarantees, previous correspondence, copies of pictures of damaged item, repair or service orders, canceled checks, contracts, paid invoices.
5. Tell why you think it’s important that the complaint be taken care of and state clearly what you expect from the person or company. Request a reasonable, possible solution.
6. Suggest a deadline for the action requested.
7. If your complaint involves an incident with an insolent sales clerk, another driver, a belligerent or threatening stranger, include the date and time of the incident, the name of person involved, where it occurred, names of witnesses, and any other significant details.
8. In closing, express your confidence that the matter will be taken care of to your satisfaction.
9. Avoid sarcasm, accusations, abuse, recriminations, blaming, smart remarks, and emotional outbursts. You will only antagonize the very person who is in the best position to help you. Negative letters are not only ineffective, they also make you look foolish.
10. Do not threaten to sue. This is generally recognized as a bluff; people who are really going to sue leave this announcement to their lawyer. You could say that you are going to take the case to small claims court. This is one possible way of achieving a quick, inexpensive resolution.
11. Do not hint for free products or “compensation” beyond what you are due.