How to Write a Letter of Complaint
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Jane Sumerset
Apr 2, 2013, 5:00:04 PM4/2/13
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Please consider this free-reprint article written by:
Jane Sumerset
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Article Title: How to Write a Letter of Complaint
Author: Jane Sumerset
Word Count: 580
Article URL: http://www.isnare.com/?aid=365442&ca=Writing
Format: 64cpl
Contact The Author: http://www.isnare.com/eta.php?aid=365442
Easy Publish Tool: http://www.isnare.com/html.php?aid=365442
*********************** ARTICLE START ***********************
Letters of complaint can be a sensitive piece of writing. Done with little regard for professional presentation, they are likely to elicit nothing but a defensive or dismissive response. Instead of spurring positive action on the part of those receiving the letter, it is more likely that the complaint will be ignored or even resented.
Calm is the operative word when writing a letter of complaint. Whether you�re writing it to your cable provider, office supervisor or neighborhood association, an angry letter is less effective for getting what you want than one written clearly, concisely and with valid points.
Start Positively
Keep in mind that businesses and most people, in general, would prefer to co-exist peacefully instead of being involved in arguments and disputes. Know that the other party would probably like nothing more than to clear up the issues just as much as you do.
Write Clearly
Instead of writing while you are hot under the collar, let the emotions pass before composing your letter. When you do, make your points clearly. Outline your grievances in a list if you can to make it as unambiguous as possible. Use an English grammar software to ensure that your words are expressed correctly to avoid any misunderstanding.
Stick To The Subject At Hand
Many people make the mistake of rambling on about unrelated topics when writing complaint letters. The narrower the focus of your grievances, the sooner the other party can identify the problem on their part and foster a solution for it.
Follow-Up
Be patient. If you�re dealing with a problematic company, chances are good that they are receiving dozens of the same complaints daily. Wait a week (if the problem can wait that long) for a response and follow-up with another letter if you don�t receive any.
Written communication is important
For one, written documents are easier to understand than verbal instructions which can lead to some amount of miscommunication. Second, written documents and letters give you something to refer back to in case there are things you want to clarify. Lastly, it allows you to have a documented record of the communication, which you can look up anytime someone needs to be made accountable for when things go awry.
Don't forget to provide enough information to allow the other person to make a picture of the situation or carry out the action needed. A simple instruction like �Can you schedule a meeting for me� is seldom sufficient. Who will be in the meeting? When do you want to hold it? What will the meeting be about?
If you want your letter to be sufficient for your contractors to complete the orders or understand your message, you�ll need to include all pertinent information. Anticipating what kinds of things they�ll need to know to carry the task out will have to be part of your job. Otherwise, they�ll just come back with an email asking for clarification, which really saves you no time in the end.
Additionally, make sure your instructions are clear. Put it through a grammar and spell check to ensure that your sentences are neither confusing nor do they contain incomplete thoughts. Imagine yourself in your contractors place. Would you understand the information and instructions based on what you have written so far?
About The Author: See how innovative English writing software and the included 600 writing templates can give you the power to write error free and learn how advanced NLP technology can help you to write perfect argument pieces and outlines, right now! Visit: http://www.englishsoftware.org
Please use the HTML version of this article at:
http://www.isnare.com/html.php?aid=365442
*********************** ARTICLE END ***********************
- To distribute your articles go to http://www.isnare.com/distribution.php
- For more free-reprint articles go to http://www.isnare.com
Message delivered directly to members of the group:
publish-the...@googlegroups.com
*****************************************************************
Please consider this free-reprint article written by:
Jane Sumerset
*****************************
IMPORTANT - Publication/Reprint Terms
- You have permission to publish this article electronically in free-only publications such as a website or an ezine as long as the bylines are included.
- You are not allowed to use this article for commercial purposes. The article should only be reprinted in a publicly accessible website and not in a members-only commercial site.
- You are not allowed to post/reprint this article in any sites/publications that contains or supports hate, violence, porn and warez or any indecent and illegal sites/publications.
- You are not allowed to use this article in UCE (Unsolicited Commercial Email) or SPAM. This article MUST be distributed in an opt-in email list only.
- If you distribute this article in an ezine or newsletter, we ask that you send a copy of the newsletter or ezine that contains the article to http://www.isnare.com/eta.php?aid=365442
- If you post this article in a website/forum/blog, ALL links MUST be set to hyperlinks and we ask that you send a copy of the URL where the article is posted to http://www.isnare.com/eta.php?aid=365442
- We request that you ask permission from the author if you want to publish this article in print.
The role of iSnare.com is only to distribute this article as part of its Article Distribution feature ( http://www.isnare.com/distribution.php ). iSnare.com does NOT own this article, please respect the author's copyright and this publication/reprint terms. If you do not agree to any of these terms, please do not reprint or publish this article.
*****************************
Article Title: How to Write a Letter of Complaint
Author: Jane Sumerset
Word Count: 580
Article URL: http://www.isnare.com/?aid=365442&ca=Writing
Format: 64cpl
Contact The Author: http://www.isnare.com/eta.php?aid=365442
Easy Publish Tool: http://www.isnare.com/html.php?aid=365442
*********************** ARTICLE START ***********************
Letters of complaint can be a sensitive piece of writing. Done with little regard for professional presentation, they are likely to elicit nothing but a defensive or dismissive response. Instead of spurring positive action on the part of those receiving the letter, it is more likely that the complaint will be ignored or even resented.
Calm is the operative word when writing a letter of complaint. Whether you�re writing it to your cable provider, office supervisor or neighborhood association, an angry letter is less effective for getting what you want than one written clearly, concisely and with valid points.
Start Positively
Keep in mind that businesses and most people, in general, would prefer to co-exist peacefully instead of being involved in arguments and disputes. Know that the other party would probably like nothing more than to clear up the issues just as much as you do.
Write Clearly
Instead of writing while you are hot under the collar, let the emotions pass before composing your letter. When you do, make your points clearly. Outline your grievances in a list if you can to make it as unambiguous as possible. Use an English grammar software to ensure that your words are expressed correctly to avoid any misunderstanding.
Stick To The Subject At Hand
Many people make the mistake of rambling on about unrelated topics when writing complaint letters. The narrower the focus of your grievances, the sooner the other party can identify the problem on their part and foster a solution for it.
Follow-Up
Be patient. If you�re dealing with a problematic company, chances are good that they are receiving dozens of the same complaints daily. Wait a week (if the problem can wait that long) for a response and follow-up with another letter if you don�t receive any.
Written communication is important
For one, written documents are easier to understand than verbal instructions which can lead to some amount of miscommunication. Second, written documents and letters give you something to refer back to in case there are things you want to clarify. Lastly, it allows you to have a documented record of the communication, which you can look up anytime someone needs to be made accountable for when things go awry.
Don't forget to provide enough information to allow the other person to make a picture of the situation or carry out the action needed. A simple instruction like �Can you schedule a meeting for me� is seldom sufficient. Who will be in the meeting? When do you want to hold it? What will the meeting be about?
If you want your letter to be sufficient for your contractors to complete the orders or understand your message, you�ll need to include all pertinent information. Anticipating what kinds of things they�ll need to know to carry the task out will have to be part of your job. Otherwise, they�ll just come back with an email asking for clarification, which really saves you no time in the end.
Additionally, make sure your instructions are clear. Put it through a grammar and spell check to ensure that your sentences are neither confusing nor do they contain incomplete thoughts. Imagine yourself in your contractors place. Would you understand the information and instructions based on what you have written so far?
About The Author: See how innovative English writing software and the included 600 writing templates can give you the power to write error free and learn how advanced NLP technology can help you to write perfect argument pieces and outlines, right now! Visit: http://www.englishsoftware.org
Please use the HTML version of this article at:
http://www.isnare.com/html.php?aid=365442
*********************** ARTICLE END ***********************
- To distribute your articles go to http://www.isnare.com/distribution.php
- For more free-reprint articles go to http://www.isnare.com
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