“If you’re willing to change, you will never complain about things.”
Have you ever had an opportunity to write an official complaint letter to an organization? If so, you’ll know how tough it can be, to construct. Especially, you need to put the right tone without too much emotion, use appropriate words and ensure your thoughts are carefully expressed.
In this blog, Aksent provides you how to write that challenging complaint letters — the one to higher management or HR Manager where you share your displeasure about an aspect of your work or a company.
In the corporate world, the business writing approach is slightly different. The tone must be more professional and you should never show anger.
Here are 5 professional points to assist you in writing an effective complaint letter. It briefs you how the complaint letter’s approach is different from a normal letter and to write in a polite tone.
#1: Facts are Important
If you’re significantly attempting to resolve a problem, you shouldn’t do it with an aggressive manner and don’t blame somebody in the business complaint letter. Your anger will destroy your disputes, so your manager won’t feel like you’re being focused. Don’t let your ego show through the letter either.
Important: Business writing should be based on facts. Real examples will add value to your complaints.
For Instance, the manager set the target date to Jan 12. I have an email content to prove me. I was blamed for being late on Jan 10, though the work was on track and it was ready to deliver by the deadline that was initially set.
Could you see? Proof (Facts). These are essential to write an efficient complaint letter.
#2: Keep it Away Don’t give a prolonged introduction
Some people choose to address an intro that seems: “Dear Ms. A, I’ve been hard-working for this company for 12 years and you know how flexible I’ve always put efforts to help it succeeds.” Don’t say to the employer what they know or don’t know. Rather than wasting their time with fuzzy demands, stay focused on your claim: what are you trying to convey in a complaint letter?
For Example, Dear Mr. A, I am writing to request your support in resolving an issue with my team lead, Mr. Shivakumar. This is a problem I wasn’t able to resolve without bringing it to your awareness. I hope you will assist us on an immediate basis and expecting an amicable solution. That makes sound good for an introduction, isn’t it?
#3: Include Mandatory Information
These are important things to include in your complaint letter: Your good name, designation and personal contact information (Mobile number and Email ID); The good name and designation of the person you’re complaining the letter to; The main reasons of your complaint: the specific issue and the particular date when it happened; the names of the persons engaged in the issue; names of witnesses, if there were any; the way you made efforts to recover the issue without requesting for any support
Important: If you could suggest an acceptable solution for this situation, you should propose it in the body of the complaint letter.
#4: Keep it brief
You don’t make this person to study the full story from someone complaining about something, right? Top administration or HR desk don’t have time for that. Outline the issue in concise sentences and small paragraphs. Make it easy to understand. The formal complaint letter contains proper intro, a body of the message, and conclusion.
In the introduction, you expose the issue, and you express how you tried to find solutions for it, but you still seek the assistance of this person. In the body of the message, you’ll explain into details. Give details for the situation and be with the facts. Explain how you put a try to solve the problem informally, but things didn’t give you the result as expected.
In conclusion, request this person for an opportunity to invite you and the other active people to a meeting, so you can clarify the issue in person.
Important: A one-page complaint letter or an email works well. It’s not too short, so it shows you have something significant to deliver. It’s not too long, so it won’t make the reader feel vague. Ensure your grammar. You can use some tools to showcase the sentences nicely. Always check whether you’re writing can be easily understandable
#5: Don’t Use Unpleasant Content
“I believe that Mr. Shivakumar is a rude, poor educated fellow with bad manners. He doesn’t have space in this company and he makes the entire team depressed with his presence.” Never do that! You might have terrible feelings about this person who ill-treated you at work, but you must not show offensive in the attempt to protect yourself. Do not show your annoyance. Remember the first tip:
Note: Posting a letter of complaint is generally the last choice and should be considered bad. Ensure you’ve exhausted all informal ways of solving the problem before you choose to complain to higher management.
We hope, the above tips will give you the best guidelines to write a complain letter.
Have you ever faced an experience in complaint writing? Was the issue satisfactorily resolved? If you have ever written a letter of complaint, we request to share your experience.