language: Deutsch   Français   italiano   Español   Português   日本語   russian   arabic   norwegian   swedish   danish   Nederlands   finland   ireland   English  

How to Write a Complaint Letter

How to Write a Complaint Letter
When writing a complaint letter, you want to keep it short and to the point to help ensure that your letter will be read in its entirety. If you write a seven page complaint letter, it's highly unlikely that someone will sit down and read all seven pages.

The complaint letter should be addressed to the customer service/consumer affairs department or the head office if there is no customer service department. The address and contact information of the customer service department should be available on the company's products or website.

A hard-copy complaint letter should be written in the business letter format, while an email should be sent in the same format but without the heading (your return address, their address, and the date).

Complaint Letter Writing
In the first paragraph you should identify what the issue is and any relevant information that you believe is important. Be sure to include the following information if it's applicable to the situation: the date/time of the issue, location, name of person on duty, name of product, what the problem was, your account number, model number, price, xcjpdyfb. moncler usa retail llcwarranty information and reference number. Be sure to stick with the facts and avoid putting emotions into your letter.

The next paragraph should state what you would like done to resolve the situation. If you received poor service, you could request an apology or a coupon. If a product malfunctioned, you could request that you could exchange the product for a new one or request a refund.

The last paragraph should thank the reader for the time. You can also throw in some compliments about something you liked about their company's product or service.

You should include your telephone number/e-mail address after your printed name so that they can contact you ASAP if necessary.

Be sure to keep a copy of the letter for yourself and include photocopies of any relevant documents and enclose them with your letter.

Also see: Sample Complaint Letter

◁ Letter Writing Guide Home

Resources: Test Taking Tips


Copyright ©2004 LetterWritingGuide.com Privacy Policy
complaint

moncler sale uk mens
men's moncler t shirt long sleeve
complaint letter
complaint definition crpc
outlet moncler online originali Filing a Consumer Complaint

Find out what steps to take and who you should contact if you need to file a complaint against a company about a purchase.

What's on This Page How to File a Consumer Complaint Steps to File a Complaint Against a Company File a Complaint About Online Purchases Dispute Resolution Programs Mandatory Arbitration Clauses How to File a Consumer Complaint

Filing a consumer complaint may seem complicated, but it doesn't have to be. Use this graphic to learn the steps to take.

Back to Top

Steps to File a Complaint Against a Company

After you buy an item or service you may experience problems with your purchase. If this happens, you have the right to complain. Use these steps to get started:

Gather supporting documents , such as sales receipts, warranties, contracts, and work orders from the purchase. Also, print out email messages or logs of any contact you've had with the seller about the purchase. Contact the seller , preferably in writing. You may be able to solve the problem by contacting a salesperson or customer service representative. If this doesn't work, contact a supervisor or manager. If this still fails, try going higher up to the national headquarters. To find the company's customer service contact information, look for "contact us", "customer service", "about us", "terms and conditions" or "privacy statement" on the company's website. Use this sample complaint letter  as an example; use USA.gov's the complaint letter wizard to write and download a complaint letter.  Contact third parties , if the seller fails to fix your problem. File a complaint with your local consumer protection offices or the state regulatory agency or licensing board that has jurisdiction over the seller. Notify the Better Business Bureau (BBB) in your area about your problem. The BBB tries to resolve your complaints against companies. Some federal agencies accept complaints about companies.  While these agencies may not resolve your problem, your complaint helps them investigate fraud. If the purchase was made online across international borders, you may also file a complaint with econsumer.gov . Seek legal help . If none of these options work, you may seek to resolve your problem through the legal system or through an alternative dispute program, such as arbitration, conciliation, or mediation.

Some problems with sellers are the result of frauds and scams. If you believe that you have been the victim of a fraud, file a complaint  to the correct government agency.  File telemarketing complaints  with the Do Not Call Registry.

Back to Top

File a Complaint About Online Purchases

If you have problems during an online transaction, try to work them out directly with the seller or website. If that does not work, file a complaint with:

Your  consumer protection agency . The Better Business Bureau (BBB) . The Federal Trade Commission (FTC) . Your state Attorney General . Econsumer.gov , if your purchase was with a foreign retailer.

If you made your online purchase using your credit card, you can dispute the charge with your credit card company.

Back to Top

Dispute Resolution Programs

Dispute resolution programs are ways to solve disagreements between buyers and sellers, without going to court. Some companies and industries offer programs to solve disputes. You can also contact your state's attorney general or consumer protection office , law school clinics, or the Better Business Bureau to find a dispute resolution program.

Mediation, arbitration, and conciliation are the three common types of dispute resolution. During mediation, both sides involved in the dispute meet with a neutral third party, a mediator, to create their own agreement jointly. In arbitration, the third party, an arbitrator, decides how to settle the problem. Conciliation is similar to arbitration; however, you and the other party meet with the conciliator separately (not a group meeting). Request a copy of the rules of any program before deciding to participate. You should  ask questions like:

How much does the dispute resolution program cost you? Are the decisions binding? Are you still able to take legal action if you are not satisfied with the decision? How is the mediator, arbitrator, conciliator, chosen for your case?  Back to Top

Mandatory Arbitration Clauses

Mandatory arbitration clauses are phrases written into contracts that state that if you have a dispute with a company, you must resolve it through arbitration. These clauses can prevent you from filing a lawsuit against a company. Arbitration clauses are fairly common in automotive, credit card, and cell phone contracts. But now, they are appearing in website terms and conditions statements, coupons, or corporate social media profiles. While arbitration can be less expensive, it is sometimes seen as unfair to make arbitration a requirement before a negative incident has happened or knowing how serious the problem is. Also, the decisions are binding, so you can’t appeal the decision, even if the company was severely negligent.

Before you sign a contract or even use a website, read the contract or terms of service for mentions of “arbitration”, “binding arbitration” or “resolution programs”; this language is often in the fine print of the contract and can be easily missed. Also, note that some companies may let you opt-out of these clauses, if you do so within 30 days.

Back to Top

Last Updated: May 15, 2017

Do you need help?

Ask us any question about the U.S. government for free. We'll get you the answer or tell you where to find it.

Call USA.gov Chat with USA.gov E-mail USA.gov What you think matters! Form Approved OMB#3090-0297 Exp. Date 07/31/2019

complaints letters writing complaints letters - examples of how to write good complaints letters Here are simple tips, templates and examples for writing good complaints letters. This approach to complaints letter-writing is effective for private consumers and for business-to-business customers who seek positive outcomes from writing letters of complaint. The principles apply to complaints emails and phone calls too, although letters remain generally the most reliable and effective way to complain, especially for serious complaints. Effective complaints letters (and any other way of complaining) should be: concise authoritative factual constructive friendly Imagine you are the person receiving customers' letters of complaints. This helps you realise that the person reading your letter is a real human being with feelings, trying to do their job to the best of their abilities. Your letter should encourage them to respond positively and helpfully to the complaint. No matter how mad you feel, aggression and confrontation does not encourage a helpful reaction to complaints. Good complaints letters with the above features tend to produce better outcomes: Concise letters can be understood quickly. Authoritative letters - letters that are well written and professionally presented - have more credibility and are taken more seriously. Factual letters enable the reader to see immediately the relevant details, dates, requirements, etc., and to justify action to resolve the complaint. Constructive letters - with positive statements, suggesting positive actions - encourage action and quicker decisions. Friendly letters - with a considerate, cooperative and complimentary tone - are prioritised because the reader responds positively to the writer and wants to help. These complaints methods are based on cooperation, relationships, constructive problem-solving, and are therefore transferable to phone and face-to-face complaints. See the customer service code of practice and tips , to understand more about the organization's view of complaints handling. What are the tips and secrets of effective complaints letter writing? (Please note that UK English tends to prefer the spelling ISE in words such as apologise, organise, etc., whereas US English prefers IZE. Obviously in your letters use the appropriate spelling for your particular audience.)