Perfect Complain Letter

The Perfect Complaint Letter
The perfect complaint letter should be polite and to the point. It should be concise - no more than a single page or 500 words – but include all the necessary details,such as appropriate account numbers, dates and, names of people involved. It should also demonstrate a good standard of English with no spelling or grammatical errors.

Head Office
If the complaintdemands proper investigation then it should be sent to the company’s head office. Employees at a lowly branch will often not have the authority and power to deal with a complaint as effectively asthose at the main headquarters. Also a complaint that aims higher up the company ladder is one that demands to be handled with care.

However, unless the problem is a particularly serious one it isusually not wise to address a complaint directly to someone at the top of an organisation, such as a chief executive. The correspondence will probably be ignored and may irritate the employees lower downcompany ladder whose job it is to deal with complaints.

Naming Names
If possible it is always better to write to people by name, as it singles out one person for direct one to one communication,and makes them responsible for dealing with it. To find out the name of the appropriate manager it is worth asking a member of staff at the organisation or referring to their website.
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If the complaint refers to a member of staff then every effortshould be made to find out their name and refer to them directly, or at least provide a good description, otherwise the reference is useless.

Tone
The tone of the letter should always remaindispassionate and formal, as if were a business correspondence. Nevertheless it is important still to stress the inconvenience or upset the problem has caused.

However much it might be deserved, the...