Complaints

Complaints Meaning

In all businesses, there may be a time wherein your customer is not happy with you. There can also be a situation where you are not pleased with a vendor, and so on. In such circumstances, it’s crucial to know how to engage in business correspondence. There are formalities attached with all elements of business communication, including when we need to file grievances to attain redressals for the same.

In most corporations, when we’re unhappy with our clients or vendors, the best course of action to take is to write a complaint letter. A complaint letter is a polite form of communication and to the point. 

Aside from businesses putting these letters forth, consumers can also write letters directly to a company. In fact, complaint letters are some of the primary ways of receiving user and consumer feedback for products. However, it is necessary to keep a formal and respectful tone even while making a complaint. For this, we may use the necessary formats available for complaints and problems. Alongside, we must also take care of the tonality and voice that comes through when writing such a letter.

Why Should Complaints Be Polite?

Your reason to file a complaint is necessarily a negative one; otherwise, you wouldn’t go there in the first place. It is easy to pick up the phone and be rude to someone or write a strong-worded letter addressing your concerns. However, it is essential to remember that a bit of kindness goes a long way. The same message can be put across kindly while implying something negative. The same also makes the listener or reader more likely to help you gain the outcome you are looking for by keeping them more receptive.

What to Include in Complaints Letters

There is a comprehensive list of things to be included in a letter to address or file a complaint. Such a letter is meant primarily to let the business or company know what the problem is. Secondary to the matter is proof of a problem, if it is relevant, and a possible solution. Here’s a bulleted list that includes everything needed to file complaints:

• The problem you are facing includes details such as how it started, what happened, and all other relevant details

• The date that the problem arose

  • If there was some kind of confrontation, the date and approximate time it took place.

  • If the complaints are related to a purchase, make sure that you have a bill, receipt, invoice, or at least an invoice number.

• Mention what you would like the outcome of this problem to be. Think about it this way: if you mention a problem, you must also state how you would like it to be sorted out

• Mention any action you have already taken: if you have already tried to sort out this problem but have been unable to, write down the details of what you did

• A promise of action to be taken against the business: it is a must to politely mention the action you are willing to take if your concern is not resolved to completion

• Question the recipient about when you will receive a response and what can quicken the process

• Attachments: if you have any relevant files or documents such as a copy of your invoice, screenshots, etc., be sure to attach them with your complaints letter

Complaint Letter Format

The following is the appropriate format for writing a formal letter to raise complaints.

• Sender’s address (who is filing the complaint)

• Date

• Receiver’s address (to whom the complaint is being filed)

• Subject (a brief one-liner about the concern you are looking to address)

• Salutation

• Body (this includes all the points mentioned in the previous section)

• Complimentary closing salutation

• Name and designation

  Conclusion

  Complaints synonyms are objection, problem, grievance, etc. Letters of complaint are vital tools in the sector for business communication. They point out any problems that may occur in sales, supply chains, or any other business processes. They provide a way for consumers, clients, and vendors to tell you where you are going wrong as a business. They also provide you with the same opportunity for your vendors and clients. Many write letters making complaints meaning to be taken as feedback.