Mastering the Art of Writing a Complaint Letter
Understand the essence of preparing and crafting a professional complaint letter. Learn the key steps involved in composing an effective complaint letter to address specific concerns with companies, businesses, or organizations. Gain insights on structuring and maintaining a professional tone throughout the letter-writing process.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
Writing the Perfect Letter
Are there different types of letters? 1. Friendly Letters 2. Complaint Letters 3. Thank You Letters 4. Request Letters 5. Acceptance Letters 6. And More!! For this class, we are going to focus on the Complaint Letter.
What is a Complaint Letter? A letter to a company, business, organization, school, etc. The letter indicates that the writer has some level of basic information on the person/people they are contacting The writer is addressing one specific, or several specific issues of concern. The letter is professional, courteous, and ends with a future plan of action
Complaint Letter Preparation Begin by deciding who you will write the request letter to: A school About a service, or person About program About a meeting About a visit About a recommendation Once you have decided what you want to complain about do some research (we will work on this as a class) Review websites, yelp, ask friends, etc. and gather any other pertinent materials you can find that relate to the company, service, program, person, etc.
Continue d Once you ve done your research and you have a good idea of what kind of complaint letter you will write, begin to organize your ideas Before you begin writing your letter, BRAINSTORM: Make a list of reasons you have decided to complain Identify your audience to make sure your letter is appropriately received. Make sure you have the correct contact Information for where to send the letter. Have a reasonable solution in mind.
A Few Things to Keep in Mind Do not over use I Instead, place the focus on the company/person and use the word you Avoid writing more than one page; Get to the point of what you want The point of this letter is to complain about something so that the company, person, etc. has the opportunity to change it, or take action on it. It is not just an opportunity to insult the company, person, etc.
Beginning The Letter You should address the letter to a specific person whenever possible. You can usually find this Information online, but if you are struggling I can help you. You will use this information for the Letter s header: Example: James L. Pierce President Octiv Tech 750 P Street Sacramento, CA 95826
Salutatio n If you are addressing the letter to a specific person, start out with the formal salutation: Dear Mr. Pierce. If you don t know the name use: Dear Student Services Refrain from using the old standby s: To whom it may concern or Dear Sir or Madam
Main Body of Cover Letter: Keep it brief! Paragraph #1 Reference the company/person and the reason for the letter, including a brief reference to your complaint Paragraph #2 Why you were unsatisfied with the thing or person at least 3 reasons Paragraph #2 or 3 Additional information if necessary Paragraph #4 Restate your complain but also suggest a next step, and give contact information
Paragraph #1: Opening Paragraph The opening paragraph should accomplish a couple of goals: 1. It should grab the reader s attention 2. Discuss the complaint you are making 3. It should show that you have already done some preliminary research on the company or issue 4. Highlight the main points you will focus on in the letter
Paragraphs #2-3: Body Paragraph(s) The body paragraphs should accomplish a couple of goals: 1. Make very clear the reasons you are complaining, in a CONSTRUCTIVE way 2. Emphasize what you already know about the company 3. Show how the information you are sharing is meant to benefit the company or other customers, and is an opportunity f or improvement, not just to directly benefit you.
Paragraph #4: Closing Paragraph Your closing paragraph should accomplish a couple of goals 1. Thank them for taking the time to read your complaint 2. Indicate what you are hoping for 3. Make a follow up plan of action, if appropriate 4. Be genuine in your thanks
Double and Triple Check Before Sending Check for spelling errors and typos--professionalism is a must Don t go over a page Always customize your cover letter. Don t forget to change your contact information Maintain a friendly and professional tone throughout the letter
So what So what should should your your letter letter look look like?? like??
1. 1. One inch margins on all sides.
2. 2. Your own address and the date.
3. 3. Skip 4 Lines. Enter the company s address
4. 4. Double space before and after the salutation
5. 5. Organize your body paragraphs: A. State the purpose B. Present details and examples C. End with appreciation and a plan for action.
6. 6. The closing, with 4 spaces, then your name. Sign Here
You are now ready to compose a complaint letter!! Good Luck!
