101+ Complaint Letters That Get Results, 2e By: Janet Rubel, Attorney at Law Complaint Letter Downloads Simple Tips Reviews

Certain complaints must be sent the old-fashioned way—in writing—in order to protect your legal rights. These problems include credit card disputes, banking mistakes, insurance disputes, landlord/tenant issues, and others. The careful consumer reads the fine print of all documents and sends the appropriate type of complaint letter in the required manner.

The beauty of sending a complaint letter is that you can have legal proof that you have sent the letter. It is difficult for a company to deny receiving your complaint letter when you can produce a certified mail receipt from the United States Postal Service. If a certified letter is not required to present your complaint, it is often a sound idea to spend the three or four dollars to send the letter.

Effective Letters
Writing an effective complaint letter is an art. Anyone can write an expletive-laced, angry letter.  The key is to write a brief, simple, and convincing letter stating the facts, the problem, and the result you want to achieve.

Writing an effective complaint letter is not complicated. Follow the steps below and you will be on your way to consumer assertiveness.

Step One—Gather Any Relevant Documents
Relevant documents include receipts, sales contracts, warranties, extended warranties, insurance policies, and bills. Make photocopies of these documents. You should never send the originals unless it is required, and when it is required, always keep copies of the original and send it via certified mail or registered mail.

Step Two—Think
Writing an effective complaint letter requires you to focus on the problem and the result you want to obtain.

Step Three—Write a Rough Draft
Do not send the first letter that comes to mind. Write a first draft. Read it over to make sure that you have described the problem and are clear about the result you want. Make sure your letter minimally includes your telephone number and address.

Step Four—Write the Final Draft
Read through your letter again. It is acceptable to express your unhappiness or disappointment with the product or service, but do not be emotional or hysterical. Be businesslike in your approach. Check your spelling, grammar, and tone.

Step Five—Send the Letter
Be sure to use the correct mode of delivery for your complaint (if certified mail is required, then do not send it any other way). Enclose the necessary documents, and never send the originals unless you are required to do so. Your letter should list the documents sent under your signature. Use the abbreviation “enc:” for “enclosed” to do this (for example, “enc: sales contract”).

Step Six—Follow Up
It is reasonable to allow ten business days or so to pass before taking the next step. You should not wait two weeks for a response if this is an urgent matter, such as obtaining approval for medication from your health insurance company or a referral from your HMO for medical care.

If you have not received the satisfaction desired or any response to your letter after two weeks, then you should decide what to do next. Determine if there is another department or person to whom to address your complaint. However, you should always try to have the name of a person to contact for assistance. If you cannot get a response or satisfaction, consider sending your complaint via certified mail. Sometimes this gets attention because the mail room is instructed to treat this mail differently from other mail. It may be forwarded to the legal department or an executive instead of sitting on someone’s desk.

Step Seven—Complain to the Appropriate Government Agency
Many professions and businesses are licensed by the state and federal governments. Attorneys, doctors, hospitals, plumbers, contractors, moving companies, banks, and collection agencies are among those that require licenses. Also, federal agencies require businesses affecting interstate commerce, such as moving companies, to have a license.

Step Eight—Take Legal Action
You may decide that legal action is necessary. This should be your last resort. There are a number of alternatives to court, which are discussed in more detail in the book.

NOTE: Addressing a letter to the legal department or to the General Counsel’s office at a large company routes the letter directly to the lawyers.