8 Important Things to Remember
#1 Have a Point!
Don't waste the time of the recipient of your letter. You are not writing a letter to your congressman, or the editor of your local newspaper. It's not that type of complaint. It's a complaint covering the failure to provide adequate goods or services of some kind. It involves (refunds, exchanges, and reapplication of service exc.). Therefore be brief and to-the-point.
#2 State the facts!
Always start with an account of exactly what happened, and leave out colorful opinions or accusations.
#3 Praise before criticism!
Always remember to tell about any good experiences you have had with that establishment. Also offer to continue your loyal patronage if circumstances are rectified, unless it is a serious issue. As stated earlier, this book is concerned with lighter issues, seek professional council if issues are of a serious nature.
#4 State your expected end results! What do you want?
If it is not clear you probably wont get it. However don't be cocky, only ask for that which you are due. Make sure you ask in a dignified manner. Don't demand, but authoritatively request. P.S., "Don't beg either".
#5 Professionalism counts!
The more professional your letter looks and sounds the better your chances are at getting the end results you are seeking. Good sources of help are, English and Grammar teachers; Typists or Clerical workers; and people in business managerial positions. However the library is my personal favorite.
#6 Be patient but not passive!
Don't expect an answer the next day, but don't wait until 3 months after you've sent your letter to begin making inquiries as to whether or not it was received and if anything is being done about it. Allow time for the distance of travel and only count working days, "Mon - Fri"
#7 Send copies of source materials when applicable!
Send copies of receipts for goods or services in question as well as photos of damaged goods if applicable. If it is a failure to provide services that is in question, try to send in literature that the establishment may have provided you detailing what type of service or the extent of the services that were to be provided. Be sure to point out what part or parts of these services you feel was left out or ill performed.
#8 finally, don't fold your letters!
Send them in an elongated, clasped envelope with typed or printed labels to put the final touches on the professionalism of your work. This also provides better travel room for any source material or evidence you may have enclosed with your letter as described in #7