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be courteous
list every separate complaint item, in bullet form or numbered. bring facts/evidence to the table. then tell them what exactly you want changed and what you'll do if they don't comply. always be very nice but firm about the whole thing.
and - have them acknowlege receipt of your complaint.
Trevor
Don't write the letter when you're annoyed.
Don't use any emotive language such as telling them what you think of them.
Never state facts - use phrases such as 'it would appear that...', 'it is my opinion that...'
Always be factual, polite and courteous no matter how aggrevied you may be.
Always include a deadline for them to reply by (it must be reasonable - 14 or 21 days).
State only the minimum facts - it's not a good idea to reveal your full hand. If the event organisers included catering for example and the food was crap then state 'please advise why the food was not of the required standard' - put them on the spot.
Quote dates, times and names of people - far better to say 'Further to my telephone conversation with Ms Jane Doe of your Boston office on March 27th 2006 at 10.43am' than it is to say 'I phoned the other day'.
Keep a copy of the letter (and everythign else), make dated and timed notes of phone calls etc.
Good luck and I hope you manage to get it sorted out.
Mom In Training
You can go to http://www.howtocomplain.com/info/cl-template.shtml and use an interactive form or a template to create a letter.
I recommend writing it promptly and being very clear about what they can do to make the situation better. Also threaten to contact the Better Business Bureau. Good luck!
markus
First write out everything you feel and think. Go to bed, read it in the morning and edit it down to the important and productive points....then give it to someone who's judgement you trust who is impartial to your complaint and let them read it to make sure that your points are clearly and professionally expressed. You want a positive outcome. Keep that in mind instead of anger or resentment.
saiedah7
Keep your letter concise and to the point. Going into issues that don't have much to do with your actual complaint will only cause the reader to shutdown or provide a bad response. Be courteous yet firm in your position.
Crack is Whack
To write a good complain letter you have to make it a buissness letter.You need to find out what is wrong about whatever and then tell what can be done to fix it. The best way to do this is to make a chart or something so help you organize this. For more info check out books on writing buissness letters.
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