How to write a letter of complaint Keep in mind that most errors are unintentional Most businesses and organizations want to address and clear up complaints quickly in order to have satisfied customers or members. Be brief Keep your complaint letter to one page, and write short paragraphs rather than long ones Be honest and straightforward Include sufficient detail to back up your claim and to show that you have thoroughly researched the subject. However, omit irrelevant details. Maintain a firm but respectful tone, and avoid aggressive, accusing language Keep your complaint letter concise and professional Send only photocopies of receipts and other documents, and retain all originals Keep a copy of the complaint letter for your records Get other signatures In many cases, you can increase the effectiveness of your letter by getting several others to sign it with you. This is particularly the case when trying to influence or change legislation, denouncing material from the media, and so forth. Do not threaten! If a company has repeatedly given you bad service and refuses to correct the situation and you feel that your only recourse is to pursue legal action, voice your feelings in a tactful but firm way. However, don't threaten legal action unless you are willing to follow through with it. Avoid making generalizations about the company or organization if your complaint letter focuses on a single individual. Use tact, and be direct, but respectful If you need to make a complaint to or about people that you will still have contact with on a regular basis, your complaint needs to accomplish its purpose without destroying the relationship. How to write an inquiry letter Be courteous. Remember, by making this request you are imposing on the reader’s time and/or resources. Don’t send an inquiry letter for information that you could easily find out by other means, such as with a quick search on the Internet. Your letter can be fairly short, but it should be long enough to adequately explain what it is that you are inquiring about and what you want the reader to do in response to your letter. Generally, give at least a couple of weeks for the person, company, or organization to respond to your inquiry before sending a follow-up letter or making a follow-up phone call.
If appropriate, you may want to mention that you will keep any information provided confidential. (This may increase the likelihood that the reader will respond to your inquiry.) Make it as easy as possible for the person to respond to your request. This might mean offering to pay for any needed photocopies or mailing costs, or perhaps including a selfaddressed, stamped envelope; necessary forms, questionnaires, or other documents; and so forth. Make sure to include contact information so that the person can easily get in touch with you if necessary, such as your cell or home phone number or e-mail address. When the person responds to your inquiry, it is a good idea to send a quick note of thanks expressing your appreciation and telling how the information helped (or can help) you. If appropriate, you may want to offer to return the favor in the future. 6 tips for writing an inquiry letter:
Begin your letter by stating who you are and giving your status or position (such as student, researcher, interested consumer, etc.), and tell how you found out about the individual or entity that you are writing to. Clearly state what it is that you are inquiring about and what you would like the recipient of your letter to do. Make your inquiry as specific as possible. You might want to briefly explain the purpose of your letter or what you hope to accomplish. Such an explanation may prompt the recipient of your letter to act more quickly. If appropriate, consider mentioning the letter recipient’s qualifications for responding to your inquiry (this may prompt him/her to act when he/she might otherwise be hesitant to do so). For example, you could explain that you are writing to the reader because she is a leader in her field and the accepted authority on the subject you are interested in. Include the date by which you need the information, services, etc. that you are requesting, and indicate that you await the reader’s response. Thank the person for his/her time. How to write request letters:
Be particularly courteous and tactful when writing this letter, as requests are generally an imposition on another's time and/or resources or talents. Put the reader at ease, and help her or him feel that responding will not be burdensome. Be brief. Be confident and persuasive. Be assertive but not overbearing. Don't hem and haw around the issue--be straightforward, and include as much detail as necessary to clearly convey your request. Don't be manipulative.
Avoid the temptation to apologize for your request. Strive to make the person feel complimented that you would ask the favor of him or her. Make only reasonable requests. Express your willingness to reciprocate the kindness or favor. Invite the person to contact you if he or she has any questions or concerns, and thank him or her for taking the time to consider your request. Make it easy for the person to respond--tell him or her exactly what can be done to accommodate your request, and do everything within your power so that the request can be granted (e.g., if you are asking for a letter of recommendation, include your résumé or a list of accomplishments and a stamped, addressed envelope).