Guidelines for Writing Constructive Complaint Letters

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Guidelines for Writing Constructive Complaint
Letters
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• Do not talk.
• Do not get out of your seat.
• This is the worst class I have ever seen.
• This chair is a piece of junk.
• You dont know anything.
• You have ruined my life.

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Changing Negative to Positive

• Dont hand in your assignment until it is
  finished.

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Changing Negative to Positive

• The concert must be cancelled because the lead
  singer is sick.

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Changing Negative to Positive

• We cant send you the Uggs you requested because
  we are sold out.

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Changing Negative to Positive

• Because he was less qualified, he did not get the
  job.

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Constructive Complaint Letters1st paragraph

• Open the paragraph on a positive note by giving
  some brief information about your experience with
  the product or service.
• I have enjoyed eating Lucky Charms for many
  years.
• I read a lot about the new movie The Dark Knight
  and looked forward to seeing it in the theaters.

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Constructive Complaint Letters1st paragraph

• Transition to what your problem/complaint is with
  the product or service.
• However, last week when I was eating my
  breakfast I found what appeared to be a foreign
  substance in the cereal.
• However, when I saw the movie last week at the
  Cineplex Odeon in Rockville Centre, I was
  disappointed because the sound track was uneven
  and filled with static.

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Constructive Complaint Letters2nd paragraph

• Include any information about what action you
  took before writing the letter.
• Half way through the movie I spoke with the
  manager of the theater, and he cooperatively
  tried to remedy the situation. He was
  unfortunately not successful.

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Constructive Complaint Letters2nd paragraph

• Be specific and give more detail, such as serial
  numbers, that will help the company resolve your
  problem.
• I immediately threw the entire, newly opened,
  box of Lucky Charms into the garbage. The serial
  number and product code from the box are
  8996530YM and TUJ564.

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Constructive Complaint Letters2nd paragraph

• State exactly what you want done about the
  problem. Be reasonable.
• I would appreciate coupons to purchase
  additional boxes of cereal to replace the
  discarded box.
• Since I could not enjoy a much anticipated movie
  thoroughly, I would appreciate, in addition to
  the full refund I received, free passes to
  Cineplex Odeon theaters.

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Constructive Complaint Letters3rd Paragraph

• Express confidence that your complaint will be
  taken care of.
• I look forward to your reply and a speedy
  resolution to my problem.
• Reiterate your contact information
• Please contact me at the above address or phone
  number, 516-666-6666.

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Constructive Complaint Letters3rd Paragraph

• Mention that you would like to continue to use
  the companys products or services, or
• Thank the company for their time.

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Constructive Complaint LettersCheck List

• Be polite. Your letter should not be angry,
  sarcastic, or threatening.
• Make sure you have your facts straight.
• Do not demand anything.
• Effective words to use disappointed, appalled,
  shocking, outrageous, egregious