How To Write A Complaint Letter For Bad Customer Service

1 year ago by Martha Obike 271 Views

There's a lot of ways to complain about bad customer service. You could either do it through a phone call, email or most preferably through a letter of complaint. Let's say, you are dissatisfied about a faulty product you received or a bad service by a customer representative of a brand. To resolve your problem with a company, you have to make your dissatisfaction and frustrations known to the CEO or manager, and the only way you can do that, in some cases, is by discussing your problem with a representative of the company.

Writing a letter of complaint is usually the best option and most important step. A letter puts your complaint on record with the company, allows you access to any legal rights you may have in the situation, and makes the company more aware about how serious you are about following up your complaint.

Address Your Letter To A Customer Service Representative

When you're writing your letter of complaint, ensure that you direct your letter to the customer service representative or the manager of the company. It gives you a greater chance of success, as the customer service representative is responsible for dealing with customer's complaints. Try to find out the name of the customer service representative and address your letter to them personally.

Be Direct And Concise

Describe the problem you experienced while buying an item or service. Give as many facts as possible, include the date, time and where you bought the product or service, along with the serial and model numbers. Be straight to the point, so the recipient is able to identify the aim of the letter in five seconds. Also state what action you have already taken to solve the problem and how long you are willing to wait for a response. Be reasonable about your approach.

Don't Write An Angry or Threatening Letter

You need to understand that the customer representative you are writing to, is not responsible for the bad customer service you experienced, but they can only be a helpful tool for resolving your issues. Do not be unreasonable, angry or threaten anyone when writing your letter. Your tone should be rational and professional enough. Don't write the letter while you are still angry. Give yourself some time to calm down. Be constructive in your approach, if you want a replacement, a refund, a repair, or any other form of compensation, state this clearly in your letter.

Include Other Relevant Documents

Make sure to attach other relevant documents to support your letter like receipts, warranties, guarantees, copies of checks and copies of emails and notes from conversations you have had previously with the service provider or company. Only send copies and not originals of the documents you wish to include, so it doesn't get lost.

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