1. HOW TO WRITE A LETTER OF COMPLAINT

2. QUESTIONS

3. The FIVE Components 1. Let the recipient know this is a formal letter of complaint. 2. State the substance of your complaint as clearly and concisely as possible. Why are you complaining? Avoid being emotional. Just stick to the pertinent facts. 3. Show why the reasons justify your complaint. What loss did you suffer? What harm was done? Give amounts, dates, and any other relevant information. Use a positive tone if possible. Angry, rude letters get negative, defensive reactions.

4. The FIVE Components 4. State the action you expect the target to take. If you believe the target owes you something, say so. Do you want your money refunded? Do you want the product exchanged? Do you want an apology? Be very clear and unambiguous at this point. 5. Request a written reply, by a specific date. Close in a friendly, positive, manner. Assure the reader that you believe he/she will help you. Keep your letter to one page, unless it is absolutely necessary to make it longer.

5. GENERAL FORMAT FOR WRITING COMPLAINT LETTERS

6. Your Address Your City, State, Zip Code Mr./Mrs./Ms.____________ (or other title) Title Company Name Company Address City, State, Zip Code Today’s Date Dear Mr./Mrs./Ms., [Let the recipient know this is a formal letter of complaint.] (Component #1) [State the substance of your complaint as clearly and concisely as possible. Why are you complaining? Avoid being emotional. Just stick to the pertinent facts.] (Component #2) [Show why the reasons justify your complaint. What loss did you suffer? What harm was done? Give amounts, dates, and any other relevant information. Use a positive tone if possible. Angry, rude letters get negative, defensive reactions.] (Component #3) [State the action you expect the target to take. If you believe the target owes you something, say so. Do you want your money refunded? Do you want the product exchanged? Do you want an apology? Be very clear and unambiguous at this point.] (Component #4) [Request a written reply, by a specific date. Close in a friendly, positive, manner. Assure the reader that you believe he/she will help you. Keep your letter to one page, unless it is absolutely necessary to make it longer.] (Component #5) Sincerely, Your Name (signature above)

7. SAMPLE OF A WELL-WRITTEN LETTER OF COMPLAINT

8. 1234 Belleview Dr. Kansas City, KS 59999 John Burns Smitty’s Auto Body 1098 3 rd Street Kansas City, KS November 17, 2005 Dear Mr. Burns, I am writing to you to complain about the lack of service I received from your shop on November 10. (Component #1) I am not at all satisfied with the work your shop has done on my 1989 GMC truck. The paint job is uneven, and the running boards are still noticeably dented. I paid you in full to have these items corrected. (Component #2) Your shop manager, Frank Wilson, has not been at all helpful in this regard. He refused to consider finishing the job he started, and he refused to give me your name. Is this the way you want to do business? (Component #3) I would like you to either redo the work, or else refund my $765.58 so I can go to another shop. (Component #4) Mr. Burns, your shop’s advertising guarantees 100% satisfaction. I am sure you will be willing to live up to your claims. I look forward to hearing from you within the next two weeks. (Component #5) Sincerely, George Jones

9. SAMPLE OF A POORLY-WRITTEN LETTER OF COMPLAINT

10. August 20, 2006 Cooper County Health Department 12 Main Street Waynesville, MO 60999 Dear Sir: I am writing to you on behalf of the concerned citizens of the Cooper County Coalition for Health Care. Once again you are cutting the services offered by your clinic. And you plan on increasing the fees on the few services you are keeping. This is ridiculous. Where are we supposed to go for our health care? The closest hospital is over 70 miles away! My husband just had surgery and we’re $10,000 in debt. We can’t afford to pay your fee increases. Don’t expect to keep your job much longer, my cousin knows the county commissioner’s brother’s dentist, and when he hears what you’ve been doing to us, he’ll fire you for sure. Sincerely, Karen Young, Director Cooper County Coalition for Health Care

11. Wadud, Eric. Filing a Complaint. The Community Toolbox. U of Kansas. Web. 5 May 2011.