Writing a complaint letter that is both formal and useful is no easy task. Especially when you’re writing a complaint letter to a company that has been dishonest with you in the past, you can be sure that your complaint letter will come across as somewhat amateurish, or at least incorrect in one way or another.
However, there are a few guidelines that should be followed when writing your complaint letter to this company. First of all, when you write the letter, make sure that you give the customer a clear picture of what has gone wrong. Do not just accuse them of making a mistake or failing to perform an important service.
Instead, tell them the only way they can correct the problem is to take certain action that can either solve the problem or cause it to worsen. If you find that there was an error on their part, tell them why you believe it to be the case. For example, if the results were not what was expected, tell them that it was simply a result of human error, and they are the ones who can fix the problem.
Also, tell them why the service was not satisfactory. Do not be vague when writing your complaint letter. Be precise with the details. Even if they did not meet the quality standards of the company, they are the ones who should be blamed for the failure.
Give the customer some advice on how to resolve the specific problem. If you find that the problem is only affecting you customers, tell them how they can address the problem by themselves. This way, they are not left with no recourse but to ignore the problem and hope that it will go away.
If it is the second instance, you can also give them a specific thing that they need to do in order to fix the problem. For example, if it is a website problem, you can recommend that they change their login URL or use a different password so that they cannot re-use their account. You can even offer them help in choosing a new password by providing them with some advice.
Finally, tell them that they need to follow up on the problem so that they will know that it will be resolved. This does not mean that you have to hold them accountable for every single detail of the problem. However, it is a good idea to make sure that they are aware that they are the ones who need to take action to solve the problem.
By following these guidelines, you should be able to write a complaint letter that not only serves as a support to your customer service, but also helps them solve a specific problem. Of course, you must still be careful to ensure that you are not guilty of any illegal activities when you write the letter.