How-to write an effective consumer complaint letter for more customer satisfaction
(PRWEB) August 14, 2006 -- Everyday mammoth retailers, business-to-consumer companies and other corporations fall short of meeting customer satisfaction. According to the Federal Trade Commission (FTC), nearly 686,000 American complaints were filed in 2005. But the number does not account for the numbers of consumers who did not report a merchant grievance. As monopolies start to takeover various markets, consumers require a voice to ensure quality products and fair service.
As the Better Business Bureau appears to be the ideal intermediary to register complaints, not all consumer-merchant conflicts necessitate conciliatory services. For starters, the BBB’s services are fee-based. Not to mention, arbitration and litigation can take years for resolution. Some consumer complaints are too nominal to pursue action. Consumers should exercise their resources before investing in the cost of arbitration, litigation and other costs.
A new online consumer publication, http://www.alertsforconsumers.com [AlertsForConsumers.com] contends that consumers should weigh the urgency of their complaints. Is the nature of the complaint a life, death or underlying safety issue? In cases where a merchant's product or environment places a consumer in jeopardy, an immediate call is necessary. In situations where inferior products/service, false advertising or unfair business ethics are the cause of dissatisfaction, a written complaint can fare better results.
How-to Write an Effective Complaint Letter:
Seeking customer satisfaction is a matter of writing an effective complaint letter. Use these strategies to draft a professional results-driven correspondence:
How to Write a Complaint Letter
Consider the objective of your complaint. Are you writing the letter to obtain a refund? Is the intent of your letter to request fair service or to report fraud? Are you complaining to make the company aware of a consumer unfriendly policy?
Try to send a typewritten letter. A readable complaint letter has better chances of getting response than an illegible one. (Handwritten letters should be neat with a one-inch margin on each side).
Include all relevant information. Your name, address, home, work number, and your account number where applicable are necessary details. Since the objective of the correspondence is to receive a response, these details are needed.
Keep it brief. A succinct letter has a better chance of being read than a lengthy soliloquy. As a result, the following details are vital components of the complaint letter (when applicable):
- Date, Time, of purchase
- Your account number or transaction number
- Address or retail location
- Product name,
- Serial or model numbers
- Specific details about the faulty product or inept customer service (why and how the product/service is defective or lacking)
Articulate a resolution. An effective complaint letter should convey how you would like the problem to be resolved. For example, if you would like a refund on a faulty product, be sure to include a reasonable date of resolution.
Prove it. To substantiate your complaint include copies of your receipts, canceled checks, documents, contracts, guarantees, or any other documents).
To review a sample complaint letter, visit Alerts for Consumers.com.
About AlertsforConsumers.com:
From airfare to technology, AlertsForConsumers.com is a free online consumer awareness site. Be sure to bookmark alertsforconsumers.com to stay up to date on product recalls, bargains, product reviews and other current free consumer reports. The publisher of the online consumer guide, Holly Bentz can be reached at 312.404.4700.
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