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

The following are a few simple tips for writing an effective complaint letter.

Keep the letter brief, no more than one page. Break your letter into separate paragraphs. Double space your letter if it is written on the computer. If you have to handwrite your letter, make sure your writing is legible.

Absolutely no foul language is allowed. Try not to use slang. Do not use a lot of exclamation points. Do not use emoticons (smiley faces) if you are drafting this on your computer. Check the spelling of your letter and do not rely only on the automatic spell checking software on your computer. Use a dictionary if you need to look up a word. Use correct grammar.

If you have managed to get through school without learning how to write a correct business letter, then you need to use the letters in this book as a model, or get a good reference book from the library or bookstore. A business letter should contain a heading with your name, address, and telephone number, the date of the letter, the address of the person or company to whom your complaint is directed, and the correct salutation. Salutations such as “Dear Sir,” “Dear Madame,” “Dear Ms.,” or “To whom it may concern,” are acceptable today.

You should try to learn the correct person to whom to send the complaint letter if it is not provided to you. This can be very difficult sometimes. Pick up the telephone and ask. If the company is state regulated, check with the appropriate state licensing authority such as the Department of Financial Institutions, Secretary of State, or Department of Insurance.

The letter should not exceed one page if possible. The eyes of the recipient will glaze over and not pay attention to a lengthy letter. Remember that most large companies and hospitals receive hundreds of pieces of correspondence each day. You do not want your letter to be tossed into the circular file.