Most people are yet to master the art of writing a diplomatic complaint letter, and consider writing one as the last straw. A well-written complaint letter has been known to yield desirable results almost every time. Bad news is almost always easier to be given in writing, be it cancelling an appointment, asking for a refund, or it could be a case of bad service. During a phone conversation, people might say things on the spur of the moment that might worsen the situation rather than finding a solution for the complaint. Emails can be regarded as junk mail and discarded. A well-written letter is personal and influential; it should attract the attention of the person or organization it is directed to. The goal of writing a complaint letter is so that the person reading it can solve a particular problem for you. And if it fails to achieve that purpose then it is a waste of your precious time. An ideal complaint letter should be cordial and address the problem and the subsequent repercussions suffered by the complainant. It should also mention a reasonable solution to the problem. Given below are a few tips to write a diplomatic complaint letter.
Tips To Write Diplomatic Complaint Letter
- Be courteous and address the letter to the person in charge of receiving complaints in an organization.
- Always be formal and to the point. Send copies of documents needed to prove the complaint.
- If the complaint is about a particular purchase, mention the date of purchase and a brief history of the complaint.
- Mention your address or telephone number, so that if required the organization in question can reach you without much hassle.
- If you are a regular customer, start off the letter with something positive you have experienced from the organization or its products and a line about your inclination to the organization.
- State the complaint in objective terms and remember that every company receives a lot of complaints and the customer care personnel may not always favor a customer who uses derogatory terms.
- A practical solution is always favored over a threat, be concise as to what kind of a solution you are expecting - a refund, exchange, repair, apology or credit.
- Mention in the last paragraph why you have preferred them to other brands and why it is in their best interests to provide you with a solution.
- Use clear and concise terms in a legible handwriting, if possible, get the letter typed out.
- Always keep a copy of the complaint letter for your records.
Let the organization know that you hope the problem will be taken care of and that you could continue to use their services. Thank them for taking the time to go through your complaint letter. If there is no reply whatsoever from the organization for a reasonable period of time, write another letter using firmer words. Always remember that a firm and diplomatic letter might yield better results than other means of complaints.