The complaint letter is written to deal with a problematic situation when other attempts including telephone calls, email and other contacting methods have failed to rectify the situation. A complaint letter is often written to formalise a problematic situation and usually considered as the last step to get a problematic situation resolved.
An effective complaint letter should be having the following characteristics:
- Concise- The complaint letter should be concise and clear.
- Authoritative- The complaint letter should be properly written and professionally drafted
- Factual- The complaint letter should contain the relevant details, dates, and requirements
- Constructive- The complaint letter should contain the positive statements and suggesting positive actions. The letter should encourage action and quicker decisions.
- Friendly-The complaint letter should be written in a friendly manner with a considerate, cooperative and complimentary tone because the reader responds positively to the writer and wants to help
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