Once in a while, you find yourself with a defective product or service. You shouldn’t let it slide, because a resolution may just be around the corner. Writing a complaint letter is an effective form of getting the results you want. For instance, Tip Diva once stayed at a swanky hotel in Miami and had a problem with her room that was reported to management three times during her stay, but never resolved. After she returned home, she wrote a letter to the top manager at the hotel, explained the problem, and wound up receiving a refund for one night’s stay - almost $200.

• Use Proper Business Letter Form - Here are directions on how to write a business letter. Make sure you include your contact information, such as your phone number and e-mail address, so the addressee can follow up with you.
• Use Correct Spelling, Grammar And Punctuation - It makes the letter more serious, so make sure you read over your letter for any mistakes. Ask someone else to read it over for you, as well.
• Find The Correct Person To Address The Letter To - “To Whom It May Concern” is not going to cut it. If a company receives a letter with a vague idea of whom to send the letter to, it may end up in the wrong person’s hands or not be addressed in a timely matter. You can find the correct person to send the letter to by searching on a company’s corporate website. For instance, if you had a problem with your hotel room, you’d want to address the letter to the hotel manager. If you had a problem with a product, you may need to contact someone in quality control. If you have a hard time finding the correct person, just call the company to ask who the head of a certain department is.
• Be Descriptive - Make sure you include all details related to the complaint in your letter. For instance: “I received order #ABC124 from Computer Parts Inc. on 03/16/08, even though I was supposed to receive the package through overnight shipping two days before. Here is my tracking number and e-mail receipt to prove I paid for overnight shipping.”
• Be Factual - Don’t embellish the letter or make it sound dramatic, as the company will see through it and you may not see the results you want. Stick to the facts and keep it simple.
• Be Polite - Do not blame, finger-point, name call, threaten or be sarcastic. Make sure to thank the person for their time and prompt attention to the matter.
• Include Supporting Documents - Include copies of all receipts, correspondence, photos and other supporting documents. Do not use originals - things sometimes get “lost” and you’ll have no way to back up your claim.
• Offer A Solution - Be clear in what you want out of this complaint letter. It may be something as simple as, “I am not looking for a refund, but I hope that your company takes the time to reevaluate how your customer service is handled.” Or, you could ask, “I would like you to send me the new part at a discount for the time I had to spend trying to fix this problem.” Don’t offer crazy demands. The company will most likely want to keep you as a customer and will do everything it can to keep you. Remember, one unsatisfied customer can quickly rob them of 10 potential customers.
• Be Persistent - If you don’t hear back from the company in two weeks, send another letter and note that you sent one two weeks prior. If you do not get another response, follow up with a phone call. If it gets to the point where you have to say, “I’m sorry, but because lack of communication, I will have to follow up with the Better Business Bureau,” do it. But don’t threaten, “I am going to take your ass to court for not listening to me.”
• Keep Your Original Copies - Make sure you have the original copies of all letters and documents, including e-mails and times of phone correspondences, especially if you have to bring the problem into litigation.

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