If you've purchased a defective item or received poor customer service, you may eligible for compensation from the offending company. The key to receiving compensation lies, in part, in how you write your complaint letter. By using the proper form and tone, you will be more likely to receive a refund or other form of compensation.
Writing a Complaint Letter
Gather all the information you have about the event or product, including the date you purchased it, the name of the salesperson who assisted you and the receipt.
Look up the contact information for the company headquarters on the Internet. Go to the "About Us" or "Staff" section of the company website to find the name and contact information for a senior level manager or director who would be in charge of the product or service center you visited.
Start your letter by addressing the senior level manager or director in charge of the product of service. Explain that you are writing to file a complaint and that you are looking for compensation. Use a calm, respectful tone. Do not use profanity.
Explain the nature of the complaint, being as specific as possible. For example, include the date you purchased the product, the store location where you bought it, the time of day you visited the store and which salesperson assisted you.
Close your letter by explaining the amount of compensation you are seeking. Add why you feel compensation is necessary, including any injuries, inconveniences or expenses that resulted from the matter. Ask for a response within two weeks.
Include your contact information at the end of the letter.
Sending Your Letter
If you have an email address for the director or manager to whom you are sending the letter, put your letter into an email with a clear heading that explains your issue.
If no email address is available, print your letter and address it to the senior level manager or director. Use the company's main headquarters as the address.
If you have receipts and other supporting documents, make copies and include them with your letter. If you are sending an email, scan the documents and include them as an email attachment.
Include a business card, if you have one, with your contact information.
Go to the post office and send the letter certified mail. Hold on to the certified mail receipt so you can check online to see when the letter has been delivered.
- If you have documents that support your claim, keep copies for yourself in case there are follow-up questions. If you do not hear from the company in several weeks, follow up by calling customer service and asking for the manager or director.
Items you will need
- Copies of receipts, sales slips, paperwork, warranty, customer service transactions, order forms
- Creatas Images/Creatas/Getty Images