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3.0 HOW TO WRITE A COMPLAINT LETTER; HOW TO COMPLAIN AND GET RESULTS

The most effective way to make your case, is to send a letter. A written complaint is taken much more seriously and also creates a record of your problem for the company's files.

Many people shy away from this step, because they are unsure of their writing skills, or their ability to express themselves on paper. This is unfortunate because a letter will probably get you what you want.

I have taught writing at the local community college and understand why people have problems putting pen to paper. The principles of effective writing are the same for any kind of project.

Use your notes to make an outline. You are telling a story starting with the problem you are having and ending with the refund that you expect the company to make.

Keep your sentences very short and simple. This one rule will keep you from writing unclear and tangled prose.

Be as specific as possible. Include serial numbers, the name of the store where you bought the item, dates, people you spoke with about your problem, etc. The more specific you are the better.

At the end state specifically what you want. Don't leave the reader guessing. Exactly what do you want? A refund by check? An exchange for a brand new product? A repair?

Read your letter out loud. Actually speaking the words will show you where your letter is unclear.

Revise.

I found when I was teaching that most revising involved: breaking long sentences into two sentences and moving sentences around so that the thought flowed more logically.

Get a friend or your spouse to read what you have written.

Does he or she understand? Could it be clearer?

Today's computers can check spelling and even do simple proofing. For example, grammar checkers can find sentences that should end in question marks. Computers are not perfect; treat any suggestions by programs as merely suggestions.

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