Complaining Like A Pro 101 - Writing A Really Effective Complaints Letter

There is just no way of getting around it. The hair colour you bought that promised to give you a flaming, russet mane has turned you into a true blue Avatar extra 3 hours before your BIG date. Although most of us won't have to deal with a vivid shock of Windsor blue hair we will all need to express our dissatisfaction with bad service or poor products at some stage. This is where that killer complaints letter can deliver the goods where all else fails.

When you have reached this unenviable point a good starting point is to find out who the best person is to deal with your grievance and address your letter to them directly. This will avoid the fate that befalls most "to whom it may concern" correspondence i.e. the shredder. It will also inject an element of accountability and force a specific person to take action.

When composing the letter remember that, although it is possible that you may occasionally encounter overt negligence and bad service, most cases are the result of genuine mistakes and in these cases the other party usually wants a speedy and successful resolution as much as you do. So, when starting your letter don't wade straight in with both guns blazing.

Try and highlight the positive experiences you have had with the company and the fact that you would like to continue that relationship. This does set a positive or at least neutral tone to the proceedings and often wins the fight before the first bell. Then go on to outline the event that caused your dissatisfaction.

The next important point one should keep in mind is to keep the complaint short and simple and focused on the issue at hand. Trying to add non-related or past issues to add weight to your complaint is a big mistake. Only mention past events if they have a direct bearing on your immediate complaint.

When complaining one should also avoid abusive or aggressive language like the plague. This approach will just drive a wedge between you at the person who can sort the problem out and get you nowhere fast. Be polite but firm to create a resolute image that lets the other party know you can control yourself and are not to be pushed around.

Always make sure that you include all register slips, invoices or past correspondence that may relate to your complaint with the letter. These are usually non-negotiable in resolving complaints and are very important. Remember to send copies and keep the original documents in a safe place.

The letter should be closed off by making your expectations clear regarding a resolution. Just keep it real as unreasonable demands are likely to get the complaint written off as being nothing more than opportunistic chance taking.

If these basic points are followed when writing a complaints letter you will definitely stand a far better chance of having the issue resolved quickly and to your satisfaction. Good luck!