How to write a complaint letter

Not many people like to make complaints and fewer like to receive them. However, complaints that is often the only way you can get what you want.

And oftentimes the best way to communicate how you are feeling is with a complaint letter.

What is the best way to write a complaint letter?

1. You should explain in the first sentence exactly what the problem is. For example, the waiter in your restaurant spilt some tomato soup on my white shirt.

2. Then explain how it affected you. For example, I couldn�t get the stain out and had to pay for the shirt to be dry cleaned.

3. Then tell them what you see as the remedy. For example, "I believe that your company should pay for my dry cleaning," or "I believe you should give me the discount."

4. Don't leave it at that! It may sound strange, but many will offer you more than you think. For example, a mobile phone operator might not only refund an over-charged bill, but give you additional credit on your account. Point out how inconvenient the incident was and then try asking for higher compensation - you might get a nice surprise! Also, since many companies will try to make you a counter-offer, asking for compensation that matches your loss may result in having to settle for a lower amount. You need to be prepared to negotiate.

4. Maintain a courteous tone. You may be furious but, maintaining a cool, professional tone in your letter will get you farther than one that uses inappropriate language.

William Jones is author of this article on Complaints. Find more information about Complaint Letter here.