How to write a complaint?

It is not always necessary to tacitly accept everything. For example, if a customer in a restaurant had to wait much too long, if a customer is dissatisfied with the service, or if a product he has purchased is of poor quality, he may well write a complaint.

Criticism and anger

However, the author should keep in mind that a letter of complaint should not only serve to vent his anger, but should always be constructive criticism.

Many people come to the situation in which they want to write a complaint, but then often do not know how to properly write such a complaint.

Instructions and tips for writing a complaint

Basically, it is not that difficult to write an effective letter of complaint if the appropriate instructions and a few tips are followed.

A complaint should essentially contain four elements, namely the reason for the complaint, a description of the incident as accurate as possible, one’s own opinion and suggestions for improvement:

The complaint letter should first of all state the reason for the complaint, for example the service or the quality with which the author is not satisfied.

Subsequently, the incident should be described as accurately as possible.

In order for the recipient to understand the process, the author should indicate the location and date where possible and, if necessary, the date.

In addition, the letter of complaint should justify why the author is not satisfied with the services.

He should not only describe the incident as such, but also specify what exactly bothered him. In addition, the author should make suggestions for improvement or offer a compromise solution. This means that it should show how the recipient can prevent such an incident in the future.

Regulate

Although the author may be very upset, he should always follow the rules of courtesy when writing his complaint. A complaint should always be factually and constructively formulated, insults, insults or ironic tips have no place in a letter of complaint.

This is based not only in the rules of decency and courtesy, but above all in the fact that the recipient is indeed learn by the complaint to make it better in the future. In practice, it has therefore been proven to write the letter of complaint so that it starts and ends positively.

A positive start could be, for example, that the author states that he has been a customer for a long time and has always been satisfied. The end can be formulated positively by the customer expressing a request to ensure that such incidents will not be repeated in the future, as he would like to continue to be a customer.

Otherwise, the principles of ordinary, up-to-date letters apply to a complaint:

These include a salutation and salutation formula and a handwritten signature. In addition, the author should pay attention to understandable phrasing and write in rather short sentences. Tapeworm sentences, dusty formulations and complicated constructions should be avoided.

It is also important that the author puts the facts in a nutshell. This means that he should not generalize, but explain precisely what he complains about.

A good and proven tip is not to send the complaint immediately, but to read the next day again. Once the initial excitement has subsided, it is often much easier to check whether the complaint is actually so concrete and factual that the recipient understands what it is about and can implement the criticism accordingly.