Useful Tips on how to Write a Letter of Complaint

Useful Tips on how to Write a Letter of Complaint

Writing a letter of complaint is easy if you are dispassionate about it. The trouble with most letters of complaint is that they are mixed with emotion and anger, but that is not the way to get results. If anything, you need to write your letter with a very dispassionate tone almost as if you were a lawyer.

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Think of the way Spock would think from the Star Trek movies, or how Tuvok (from Voyager) would think. If you add in emotion or feelings, then your letter will be ignored as just another angry complaint. People have trouble ignoring reasonable points (unless they are women during a spousal row), and as a result will have more trouble ignoring your calm and even handed letter.

Do

Collect all your facts before starting to write

Get straight to the point.

Give all the relevant information

Enclose copies of relevant documents that support your case.

Provide sequencing of events in chronological order.

Don’t

Use abusive language.

Allow yourself to give generalized criticism of the company.

Send the letter without checking it

Structure like a leaflet or a forum post

Make references to Australian law


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Remember how you were told to be dispassionate, well what about giving them genuine constructive criticisms that may help them reprimand the people responsible or help them fix the problem. Treat it like an assignment or a piece of homework.

For example, you may say how the staff member was too busy unloading boxes to care about the spill in the aisle, or how the music was too loud for the girl at the changing room desk to hear you. Not only does it show that you are not another illogical angry person, but it also reinforces your claim that you were wronged by them.

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