10 Secrets and techniques For Writing Killer Grievance Letters

Grievance letters aren’t at all times enjoyable, however generally they must be written. In lots of circumstances, if folks do not complain, the issue company at fault (i.e. firm or authorities) will not even know that the issue that you just and others might have skilled even exists.

Finally, authentic complaints, by even a couple of folks, can (and infrequently do) lead to higher service for everyone. Not solely that, writing grievance letters will be personally useful too!

That is proper. Writing grievance letters will be an empowering and therapeutic expertise! It permits one to take motion as an alternative of enjoying the function of a sufferer and “nursing” an ongoing resentment in the direction of an organization about poor service or therapy obtained. As soon as the grievance letter is written and within the mail one can “let it go” understanding that one has completed one thing tangible and constructive in regards to the state of affairs.

Not solely that, however correctly written and dealt with grievance letters get motion!

After I began writing grievance letters, I started receiving gracious letters of apology and contrition from senior executives together with financial institution vice-presidents and VPs of promoting for big firms.

Getting these within the mail, felt one heck of lots higher than “sharpening” an ongoing resentment and getting even angrier the subsequent time one thing dangerous occurred. Generally I even get low cost coupons and free merchandise!


Listed below are some methods I’ve discovered for writing grievance letters assured to get consideration and motion.

1. Write To The Senior Individual Accountable

It’s important that you just get the identify and detailed mailing handle of a really senior individual liable for the services or products that you’re complaining about. I usually attempt to write to the V.-P. stage. By no means go under Director stage if you need a critical response. Identify and handle info will be obtained from the group’s Web page or by calling the corporate and asking for the identify and title of the senior one who it is best to write to.

2. Do not Ship An E-Mail

In the case of sending a critical grievance letter to an organization or the federal government, do not ship an e-mail, no matter what it could say on their Web page. E-mails are normally dealt with dismissively by low stage “customer support” folks. If you need critical consideration and motion, the formal written grievance letter is the one technique to go. When it arrives within the VP’s workplace (sure, by snail mail!), it triggers a bureaucratic course of that ensures that the precise folks will see your letter, and can act on it.

3. Preserve It As Brief As Potential

Ideally not than one web page, two on the most. When drafting a grievance letter there is usually a tendency to go on and on simply to verify the recipient will get the purpose. Preserve it as quick as attainable, however with out diluting the information of your message an excessive amount of.

4. Give It A Heading For Identification

Place a heading on the high of the letter with info that the corporate or company will relate to, reminiscent of your account quantity or buyer quantity. Make it straightforward for them to seek out you on their pc submitting system.

5. Clearly Clarify The State of affairs

Just be sure you give all the particular particulars wanted in order that the corporate or company can confirm your declare with out you having to get into an infinite recreation of phone tag with them. Embrace particular dates, instances and locations, in addition to the names of individuals you handled. In case you’re unsure of those particulars when composing the letter, name them again and ask for the specifics. (You do not have to say it is for a grievance letter).

6. Use A Constructive And Respectful Tone

I’ve discovered that the most effective strategy is to make use of a optimistic upbeat tone. Keep in mind, you might be writing to a senior one who most likely sympathizes with what occurred to you. Your tone ought to convey the message that you’re the harmless sufferer and also you perceive that the corporate would not have completed such a factor intentionally.

7. Ship Copies If Acceptable

There will be circumstances the place it’s sensible to ship a duplicate of the letter to different events simply to just remember to will get some critical motion. For instance, in a case the place you’ve gotten been instructed to jot down to the Regional Supervisor of a program, it’s typically a good suggestion to guarantee that somebody in head workplace additionally will get a duplicate. I generally ship a duplicate to customer support or buyer relations workplaces on the nationwide stage.

8. “Disgrace” Them As A lot As Potential

Firms that declare and promote excessive ranges of buyer focus and repair don’t prefer to be criticized in these areas. When you’ve got a robust case that makes them weak in certainly one of these areas, use as a lot ammunition as you’ll be able to to embarrass them in these delicate areas. Fashionable advertising phrases reminiscent of: buyer relationship administration (CRM), one-to-one advertising, Most worthy buyer (MVC), and customer-centric focus, all are inclined to get their consideration. Additionally, utilizing such phrases makes you sound like an authority.

9. Indicate You Would possibly Take Your Enterprise Elsewhere

I at all times do that close to the closing. Firms do not prefer to lose clients, particularly long-time clients. Senior advertising persons are nicely conscious that examine after examine has proven that it prices 5 to seven instances as a lot to recruit a brand new buyer because it does to carry on to an present one.

10. Ask For An Early Reply

Within the closing paragraph of your grievance letter, state particularly that you’re anticipating an early reply. Just be sure you follow-up by cellphone or e-mail in case you have heard nothing in three weeks. Some firms will ship you an acknowledgement letter stating that they’re working in your case and can get again to you inside every week or two.

Use the above methods and you might be certain to get motion out of your grievance letters. And, remember the outdated truism “the squeaky wheel will get the grease”!

To see a fully-formatted “real-life template” of a letter of grievance, go to the next hyperlink:


© Shaun R. Fawcett