Top 15 How To Write A Strongly Worded Letter 5992 Good Rating This Answer

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Contents

How do you write a strongly worded letter?

The Art Of The Strongly Worded Letter

Don’t be assertive, but not overly emotional. Keep it factual with dates and times noted and an honest account of your experience and any conversations that might have taken place. …
Be pragmatic about any threats. …
Give clear instructions and a deadline. …
When all else fails…

How do you write a strong worded complaint?

How to write an effective complaint letter

Be clear and concise. …
State exactly what you want done and how long you’re willing to wait for a response. …
Don’t write an angry, sarcastic, or threatening letter. …
Include copies of relevant documents, like receipts, work orders, and warranties.

What does strongly worded letter mean?

/ˈwɜː.dɪd/ us. /ˈwɝː.dɪd/ said or written with particular words: a carefully/strongly worded statement.

How do you write a strongly worded letter of complaint for poor service?

How to Write a Strongly-Worded Letter of Complaint: A Summary

Step 1: Make Sure You Send It to the Right Place. …
Step 2: Start the Letter With the Right Tone. …
Step 3: Explain the Problem Effectively. …
Step 4: Suggest a Solution. …
Step 5: Enclose or Attach Relevant and Necessary Documents. …
Step 6: Set a Time Limit.

How do you write a strongly worded letter of complaint to HR?

A few tips you could use when drafting an Employee complaint letter include:

Identify exactly the kind of workplace harassment that took place.
Write down the details about the harassment.
Introduce yourself and your purpose.
Present the facts of the harassment.
Explain in great detail how you responded.

How do you end a strongly worded email?

Examples of the best letter closings how to end an email:

Best Regards.
Respectfully.
Regards.
Best.
Warm Regards.
Best Wishes.
Sincerely.
Sincerely Yours.

How do you begin writing a complaint letter?

In essence, they are business letters so you should begin with your address and the date. The name and title of the contact person should come next if you can locate them, otherwise begin with the name of the company and its street address. Finally, after your salutation, you can begin the body of your letter.

How do you start a formal complaint letter?

A complaint letter format will typically begin with the sender’s details, followed by stating who it’s addressed to, the date, and then the letter itself. The opening paragraph should state your reason for writing, and the meat of the text will go into detail about the matter.

How do you write a scathing letter?

You should include a broader theme about what the overall effect of all of the person’s actions was. Re-read the letter to make sure it is clear. The sentences and paragraphs should be short and sharp in order to drive home the letter’s key points. Avoid too many adjectives or emotive language.

What does well worded mean?

adjective. Expressed in appropriate or effective words; elegantly phrased.

Is strongly worded hyphenated?

Strongly is an adverb modifying worded, so there’s no hyphen or comma. This is one of the most common situations that trip people up. If you’re not sure if the word is an adjective or an adverb, look it up in a dictionary.

How do you use the worded in a sentence?

How to use Word in a sentence. I just got word that my father had a heart attack. Without another word, he walked out the door and down the trail. Without another word, he stalked from the room.

How do you express disappointment professionally in an email?

State your disappointment clearly in the body of the email.

Tell them clearly how you feel, but keep your language formal and avoid using sarcasm, threats, or profanity so you appear as professional as possible.

How do I write a letter to my boss about concerns?

Here is how to write a letter to your boss about your concerns in eight steps:

Write a formal introduction. …
State your primary concerns. …
Explain the effects. …
Include examples. …
Suggest ideas for improvements. …
Attach supporting documents. …
Conclude your letter. …
Edit and proofread.

How do I complain about my boss professionally?

How to Write a Formal Complaint Letter About Your Boss

Avoid using offensive language. HR professionals are more likely to give attention to complaints that are politely penned and void of threats or all-uppercase letters. …
Keep it short and concise. …
Explain the problem exactly as is. …
Include a call to action.

How do you end a letter when you are angry?

Close the letter by thanking the reader for taking the time to review everything and understand the emotions involved. Use a standard closing such as “Thank you,” or “Regards,” followed by your printed name and contact information.

How do you write an angry email professionally?

Think About It First.
Take Time to Calm Down.
Clearly State the Intent of Your Email.
Keep it, well, Professional.
Include Some Positive Reinforcement.
Offer Possible Solutions.
Open the Lines of Communication.
Sign Off with a Kind Message.

What do you say at the end of a complaint letter?

Don’t forget to end your complaint letter with a closing salutation such as “Yours sincerely” or “Sincerely” and to leave sufficient space for your signature (usually three lines). Last, be sure your letter is free from grammar and spelling errors by sending it for proofreading by the professionals at Scribendi.

Ellerie and Kerrick Write A Strongly Worded Letter

🤬🙅‍♂️How To Write A Strongly Worded Letter Of Complaint

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How to write an effective complaint letter

Having a problem with a product or service can be frustrating. When you’re trying to resolve a problem with a company, the first step should be to discuss your concerns with a representative of the business. If a phone call or email doesn’t resolve the problem, consider writing a complaint letter.

A letter is important. It puts your complaint on record with the company, helps preserve any legal rights you may have in the situation, and lets the company know you’re serious about pursuing the complaint.

Use this sample letter and these tips to write an effective complaint:

Be clear and concise. Describe the item or service you bought and the problem. Include serial or model numbers, and the name and location of the seller. If you’re following up on a conversation, be sure to say who you spoke with and confirm the details of your discussion.

Describe the item or service you bought and the problem. Include serial or model numbers, and the name and location of the seller. If you’re following up on a conversation, be sure to say who you spoke with and confirm the details of your discussion. State exactly what you want done and how long you’re willing to wait for a response. Be reasonable.

and how long you’re willing to wait for a response. Be reasonable. Don’t write an angry, sarcastic, or threatening letter. The person reading your letter probably isn’t responsible for the problem, but may be very helpful in resolving it.

The person reading your letter probably isn’t responsible for the problem, but may be very helpful in resolving it. Include copies of relevant documents , like receipts, work orders, and warranties. You also may want to send copies of emails and notes from conversations you’ve had with the seller about the problem. Keep your originals.

, like receipts, work orders, and warranties. You also may want to send copies of emails and notes from conversations you’ve had with the seller about the problem. Keep your originals. Include your name and contact information. If an account is involved, be sure to include the account number.

You may want to send your letter by certified mail and request a return receipt. That way, you’ll have proof that the company got your letter and who signed for it.

If your letter doesn’t do the trick, you may want to get outside help and look at other options. For more information, see Resolving Consumer Problems.

How to Write an Effective Complaint to a Company: Step-by-Step Guide and Sample Letters

Susan is an internet marketing professional who regularly writes on Medium and is the author of two SEO books on Amazon.

Writing a Letter of Complaint

We’ve all been there when a company doesn’t leave us satisfied with their product. Buying an item which is faulty, of poor quality or simply does not exceed your expectations should always be addressed. Sometimes, a restaurant may serve you food which is not what you were expecting (hair in the meat, anyone?).

Whilst people are generally happy with a product or service, sometimes the company can make an exception or just leave you down completely.

Receiving a faulty product or being treated badly by a waiter shouldn’t go unnoticed! Issues like these can be easily resolved – with a letter or email of complaint.

This guide will go step by step through writing a letter of complaint to a company which will help you to make an effective complaint to a company and get results! You will also get exclusive top tips and sample letters to help you.

How to Write a Strongly-Worded Letter of Complaint: A Summary

Steps What You Need To Say Example – Product Step 1: Make Sure You Send It to the Right Place Address of department and company on left. Greet with Dear Sir/Madam Address, Dear Sir/Madam or Dear Mr/Ms Blakey Step 2: Start the Letter With the Right Tone You bought a product in _store_ on _date_. Give other relevant information such as reference codes, warranty details, guarantees and expiry dates for food. I recently bought the Pastel Lavender Curtains of dimension 1.5m x 2m in Super Stores, Bakers Lane on 12th September 2020. The reference code for the curtains is 338J. Step 3: Explain the Problem Effectively What was wrong with the product or service? Be brief, precise and concise. Mention exactly what is wrong with the product. The curtains had a rip on the outside seam which is very noticeable and it cannot be fixed without damaging the fabric. Step 4: Suggest a Solution State how you would like the problem to be fixed, what will amend the issue? It could be a refund/repair/replacement/change in the service/coupon/free products To amend the issue, I would like a fully paid replacement of the curtain type mentioned above. Step 5: Enclose or Attach Relevant and Necessary Documents You may mention also that there are relevant documents enclosed, ie: guarantees, receipts Please find enclosed the receipt with the necessary details and the 1 year guarantee. Step 6: Set a Time Limit Give a suitable time frame for a response. I would be pleased if you could send the replacement any time from 6th June to 15th June. Step 7: Write a Strong Ending Conclude by saying you hope they will fix the problem and sign off. I have utmost confidence that you will send the replacement and amend the issue. Yours faithfully….

How to Write an Effective Letter of Complaint

Step 1: Make Sure You Send It to the Right Place

The first thing you need is the

address of the company headquarters in your country, and the department you will send it to.

It may be difficult at first to find the place where to write to because companies may not show where their base are very effectively. More than likely you will be able to find their contact information on:

a warranty or guarantee page supplied with your product

their website. Click on the “Contact Us” or “About Us” links which contain the relevant information

the product itself. Food and drinks usually have contact information on their packaging so make sure to check them! You would be surprised that the information is in the easiest of places.

Once you have their address, make sure to check the relevant department which you will be sending the letter to. For small services such as restaurants, there is no need but for high-power companies (Unilever or Pepsi, for example), a department will be needed. On their website, the company will specify where to send your letter whether it is technical, customer service or so forth.

Step 2: Start the Letter With the Right Tone

Once you have that pesky address found out and ready to go, you can start the letter!

The first thing you need to do is to put the address of the sender in the top right hand corner and your address in the left-hand corner. This is for the sake of formality, which always adds a nice touch to your letter. Next, write Dear Sir/Madam if you don’t know who the customer service representative is. If you are writing to a manager or CEO, write Dear Mr/Ms…..

Then, you begin the actual body of the letter which will be the centre of attention for whoever will be reading it!

Begin by saying that you purchased an item in whatever store on whatever date. For food mention the expiry date and store code. For anything else, that is relevant. eg: I recently purchased a 2L bottle of Pepsi Max in Super Stores on 19th November 2014. The expiry date of the bottle was 30th November 2014 and the code on the bottleneck read 113A.

Say that you always expected the highest quality from that company and that particular day, your expectations were dampened, eg: I always valued TechnoPC highly and trusted each and every one of your laptops. I went into Super Stores to purchase a laptop with the same expectations but my experience with the laptop deems that statement untrue.

Step 3: Explain the Problem Effectively

The next part is the most important because it mentions exactly what happened when you used the product or attended the service.

Say what state the product was in when you opened the packaging and what exactly is wrong with it. If you cannot identify what is wrong internally, just say that it is not working correctly and the company will look into it, eg: I found that the camera was not functioning correctly. Every time I turned the camera on, it would enter the photo gallery. This did not allow me to take a picture as it only allowed me to access the gallery.

If you are talking about a service, state what happened in your visit, eg: When I had an appointment with the hairdresser by the name of “Lizze”, she spent 30 minutes talking to her friends to and I ended up waiting for a very long time!

Tips for conveying the right tone:

Remain calm at all times. Don’t become infuriated, you have every right to be but imagine how many complaints the customer service team received that day. The reader could get frustrated, annoyed with you and throw it away deeming it as false or spam.

Stay concise, do not waffle up your letter with irrelevant statements such as saying what a waste of money it was, how much you suffered or what a bad product it is. They simply want to know what is wrong and fix it, they usually never read even half of the letter, only the key sentences.

waffle up your letter with irrelevant statements such as saying what a waste of money it was, how much you suffered or what a bad product it is. They simply want to know what is wrong and fix it, they usually never read even half of the letter, only the key sentences. Be as precise as possible when saying what is wrong with the product or service. This will save a lot of time for the company.

If you have a complaint, don’t hesitate! That is what customer service are for. Go for it!

Step 4: Suggest a Solution

In this section, you will say what you want to be done to fix the issue. You have a number of options which you can request to the company including:

A refund for the product

A voucher to be used with any of their range

The product to be repaired

A change to their service such as serving more high-quality food, hiking up the hygiene or a change in the attitude of staff.

Food coupons

Examples: I would like a full refund for my camera as I would like to purchase an alternate camera instead.

To amend the issue, I would like a fully repaired phone which is capable of taking images because currently, the function for doing so is not working.

I would like coupons which I can use to purchase other foods because the crackers I bought from you were inedible.

Say what you would like the product to be like in the future if you were to purchase it again, eg: I hope that this issue will not happen again for other customers and that I will always receive the highest quality from your products.

Step 5: Enclose or Attach Relevant and Necessary Documents

If you have any pictures which you would like to enclose (particularly for emails), reference pages such as guarantees, warranty pages or receipts, you will need to mention so in the letter.

Say that there is a warranty/guarantee/receipt enclosed.

Examples: : “Please find attached a copy of my original receipt, along with the alarm clock’s guarantee page and information regarding the serial number.”

If you have a damaged product that you would like to repair, make sure to mention this also.

Example: Please find also enclosed, the faulty camera which I referred to in my letter.

Step 6: Set a Time Limit

Why set a time limit? Well, companies receive tens of letters each day, if not hundreds. Chances are, it can take from 6 weeks to 3 months to get a response from a company and if you want a repair, it will take even longer. Now that’s a pretty long wait!

Most companies will take a look at your letter about 2 weeks after you send it, because of the backlog. To avoid them throwing it on the backburner, you can set a time frame when you want a response. Now that’s nifty.

Examples: I would like a response at your earliest convenience, during any time from 16th August to 30th August. That would be greatly appreciated.

I would like the repair to be completed and sent to my home any time from 13th May to 27th May.

Step 7: Write a Strong Ending

You can finish your letter by saying that you hope the issue will be resolved and sign off with Yours Faithfully – if you don’t know their name or Yours Sincerely – if you know their name.

Example: I hope that this issue will be resolved and I have utmost confidence that you will amend the problem.

Yours faithfully,

Jenny Parker

Send off your letter and you should expect a response within the time frame you stated.

Reasons to Write a Letter of Complaint

Many people ignore a product which lets them down by not doing anything at all. As a consumer, you have the right to get your product refunded or replaced by another. Here are some reasons why writing a letter of complaint is effective:

The company will be notified of any faulty products in their line which could cause more hazard to others. By contacting them, they can see why it was faulty and prevent it from happening again.

Companies hate to see a dissatisfied customer so you have a good chance of getting your product replaced or refunded.

For beverages and foodstuffs, instead of a replacement, you can receive free coupons or even free products! Companies always stick these in to sweeten you up.

A restaurant or other company providing a service can be brought to the attention of a member of staff who may not be doing their job properly.

If something isn’t right, fess up! You paid your money for that product or service so you should have a high-quality product. Never stay quiet about it, because you will get your issue resolved pretty quickly!

The following letter is a complaint for a faulty smartphone. William, Public Domain, via Pixabay

Sample Letter for a Faulty Smartphone

Dear Sir/Madam,

I recently purchased a Samsung Galaxy S5 smartphone at Super Stores, Baker Street, London on the 17th July. The guarantee is valid for one year and the reference number on the box said SSF319.

The smartphone was faulty and I am very disappointed in your products. The smartphone keeps displaying the menu screen but does not allow me to access applications or open a new window. The screen remains frozen on the menu screen.

I am asking you to repair the phone at your earliest convenience, preferably within the time frame stated below.

Please find enclosed the guarantee supplied with the phone along with the receipt that the store gave me when purchased. You will find all the necessary reference codes on these documents.

I would like to receive a response within the time frame 27th July – 10 August and I would like the phone to be fully repaired and functioning normally.

I hope that this does not happen again and to other customers. I will continue to be a customer of yours if the issue is amended. I hope that the problem will be fixed and I have utmost confidence that it will.

Yours faithfully,

Susan Wells

Sample Letter for Poor Service at Restaurant

Dear Sir/Madam,

I am writing to detail my disappointing experience at the Taco Hut, on Wednesday 26th July. As a regular customer of yours, I am very upset to say that I had a most horrendous experience at your restaurant.

When I ordered my tacos, the staff completely delayed the process by ignoring my order! When I asked them could I order, they took it but were very snappy and rude. One member of staff by the name of “Emma” served the order but it was not what I ordered in the first place. She would not change the order and I was left to eat food which I did not ask for in the first place!

I think that the staff need a change in attitude towards their customers. I would like them to do their job correctly and be friendly and helpful. Their snappiness and “ugh, another customer” attitude should disappear. and The only way to a successful restaurant is with friendly staff who are willing to help out.

I will continue to be a customer of yours once the issue has been amended. Please notify me when there has been a change.

Yours sincerely,

Susan Wells.

What’s the Best Way to Complain: Letter or Email?

It can be hard to decide whether to write an email or a letter. Both of them have their advantages and disadvantages but it is generally preferred if you wrote a hand-written letter. This is because the company will take you more seriously and can mail the repair/replacement to you a lot quicker.

However, some companies (such as Apple) do not have a valid address you can write to for a repair so you will have to email them to the relevant department.

Top Tips

The following top tips will help you in your course to getting the issue resolved!

Be concise. Any kind of fluffing or ranting on about the issue will only result in confusion and frustration for the reader and that’s the last thing you want! Companies want concise, formal letters which can be easily scanned and then used to retrieve vital information such as what is wrong, the time frame you want a response and what will fix the problem. This will make the process swift and easy.

Don’t swear, get nasty or show a temper! That is a very bad vibe to give out and will only make matters worse!

Don’t make any threats to the company unless you have consulted a solicitor. For small issues such as faulty products, there is no need to make any legal threats.

Make sure to give them the impression that you will continue to be a customer of theirs if they resolve the problem. If you say that you will never buy their products again, they may ignore your letter and never fix the issue. But by saying that if they refund you/change matters, then they will do so to keep you as a customer.

Give a time frame when you want an answer or resolution. This keeps things swift and running smoothly. With no time frame, the company may not reply for weeks.

All comments are appreciated! Did you ever experience an unsatisfactory product or service? Share your experience below. Thanks for reading!

This article is accurate and true to the best of the author’s knowledge. Content is for informational or entertainment purposes only and does not substitute for personal counsel or professional advice in business, financial, legal, or technical matters.

© 2014 Susan W

Charles on January 26, 2020:

Or you know, you can not be an as*hole Karen and you can try just calling the company up like a normal person and having an honest down to earth conversation with the boss/owner about your problems, instead of sending a creepy passive aggressive little email.

Meenakshi on September 17, 2018:

Awesome for me

L.O. on August 25, 2018:

I purchased a gift box with two skin products and two other products in the same order. They were delivered by UPS and they were really hot. There was no insulation at all and the pretty box was broken. I wrote a letter and they told me that I need to return the products because I’m not a qualified spa to buy it as whole sale.

Sachin on March 14, 2017:

Nice one

Susan W (author) from The British Isles, Europe on June 30, 2014:

Sunardi – Wow, what a terrible experience! You must be really annoyed about the black outs. Sorry to hear about your result in the end – I’m sure that they will do something soon. Maybe try contacting them again.

Thanks for sharing your experience!

Sunardi from Indonesia on June 28, 2014:

Good advice. I have one ridiculous experience. I am living in a village and it was so often got black out. I tried to contact the administrator of the electricity service through fans page of the company. Then I got a phone number of the employee. I don’t know what his responsibility actually.

I always told him when I got black out. The problems were not solved. I was angry because of this. About a month ago I sent an email to the website. This is a national service, actually. In my email I said “How did you do the employee recruitment…!!!”

The result, about 10 employee came to my home. Fortunately my father was not at home. However, they did nothing. They just clarified while showing me the print out of the email.

I said in my mind, “Customer is a king”.

Susan W (author) from The British Isles, Europe on June 23, 2014:

Flourish – Thank you for sharing your experiences with faulty products. Wow, it seems you had quite an ordeal, pesky cat food!

At least you got the problem sorted out in the end, and it just shows that knowing all the dates, times and codes on the packaging are well worth paying attention to. I appreciate you telling about your experience, I developed a new insight into the world of letter complaints!

FlourishAnyway from USA on June 21, 2014:

Twice I have had problems with fully sealed cans of cat food being moldy inside upon opening them, and I wrote the company on both occasions to complain. (With the volume that I buy, over time this is to be expected.) I received a satisfactory and quick response both times. What I learned from my first experience was that at least for cat food it wasn’t enough for them to have a photo of the moldy product and the UPC to solve the quality issue in the factory. They were truly interested in pinpointing what factory made the product on what date. There was a time/date ink code on the bottom of the can, something I never typically paid attention to. The second time around I knew to provide that information. Who knew? I also included a photo of the cats that were eating their products in my house. I was glad that not only did I get more than my money back in coupons but also I helped other consumers feed their cats a suitable product.

How to Write a Strongly Worded Letter of Complaint

Just about every consumer experiences a let-down by a product or service, more than once in their lifetime. Whether it’s terrible airline service (delays, canceled flights, and so on) or finding a dead mouse in your Cheerios. Sh*t happens. Get the compensation you deserve by learning how to write a strongly worded letter of complaint.

Why? You can’t just sit back and take it from the man! Instead, make a little effort to pen a letter to the Vice President of consumer affairs. It’s easier than you think…

Over the years I’ve had a handful of incidents that have left me dissatisfied, if not downright angry. Air travel tends to top the list. The first time I took action by writing a well-crafted complaint letter, I was surprised by the quick and effective response.

Letter of Complaint #1: The Delta Airlines Affair

Back in March of 2013, Mrs. Cubert and I went on a lovely Caribbean cruise. It was one of those professional seminar deals. She spent a few hours each day with other chiropractors learning about something or other, while I read War and Peace by the pool. I’m not sure which of those two activities sounds appealing in retrospect, but I’d have been happy balancing my checkbook in THAT setting.

It was on our way home that we ran into problems. Our Delta flight out of Miami had mechanical issues. The real rub with this is they kept cascading the delays. So every hour, we were told it’d be ANOTHER hour. Until finally, at around 9 PM, after five hours of this nonsense, the flight was canceled altogether.

Delta gave us zero options for what to do next, so we all queued up in line for another two hours to re-book a flight the next day, and beg for some help with lodging that evening. We’ve experienced this before in our travels, on a trip over to Switzerland in ’08. Air travel is just a roll of the dice, as with any travel I suppose.

Our Delta helper at the counter hooked us up with a voucher for a nearby hotel and a flight out the next day. The funny part was how, after the taxi dropped us off, we learned that THERE WERE NO VACANCIES. Well, sh*t!

Our voucher was worthless. Thanks, Delta. We eventually managed to get to another hotel, order a pizza, and crash. $225.97 for a night at the Miami-Dade Sorority Inn.

Here’s the complaint letter I wrote to Delta, within a week of getting back home. Still glowing from a great trip, and sporting an okay tan:

April 7, 2013

Delta Air Lines, Inc.

P.O. Box 20706

Atlanta, Georgia 30320-6001

Dear Sir or Madam:

I am writing to request a refund check for $225.97 to reimburse hotel charges paid out of pocket on Sunday, March 24, 2013. We were unable to use the voucher issued by Delta on that day, upon arrival at the hotel, due to the fact the hotel was fully booked as of Saturday, March 23. I have attached documentation to substantiate our claim, including the actual voucher, the occupancy register for the Doubletree Hotel (provided by the on-call manager), and finally, the receipt for our eventual hotel, Spring Hill Suites. The delayed flight behind the voucher-request was DL1860 Miami-Atlanta, March 24, 2013.

Please call me at (555) PEE-OWED if you need any additional details or background information. I am saving copies of all documentation for legal, and if necessary, PR purposes. Having been sent to an already fully booked hotel after waiting at the airport for hours on end, with a mid-term wife pregnant with twins, one can imagine the frustration we feel with Delta Airlines customer service. Your rapid response is appreciated.

Sincerely,

(Cubert)

Enclosure

CC: (Cubert’s estate lawyer, for added effect)

How that turned out…

Within a week I’d received a letter from Delta’s VP of Customer Service. He was extremely gracious and apologized for the inconvenience we’d gone through. We were compensated for a little north of the hotel cost in the form of a gift card to one of several retail outfits if I remember right. With kids on the way, this was super handy. I think we bought a rug for the baby room.

Better than the compensation though was simply the fact that Delta jumped on this problem and quickly made amends. I know they, like most airlines, struggle to balance customer service with profits, but for a brief shining moment, they were okay in my book.

As for the letter, you’ll notice there’s no secret to how I put those few paragraphs together. Maybe it was the reference to “PR” or CC’ing my estate lawyer? We don’t have an attorney on retainer, so the lawyer who drew-up our will (I figured) would stand-in nicely. I never bothered him by sending an actual copy.

Bottom-line, just take the half-hour or hour to write-up your experience in a professional but assertive manner and get that thing in the mail. My hourly rate for writing this particular letter was $225. Next time we’ll find a last-minute Airbnb to stay at instead.

Letter of Complaint #2: He Hertz Me

The following year, on a trip to Michigan with our now one-year-old twins in tow, we rented a car at the airport. The trip was fun. The car was not. A lot of driving was in store, and it wasn’t until we were well on our way that I noticed there’s no cruise control.

Yeah, yeah, I know. First-world problem, right? Well, I’d drive a stick shift but still expect cruise, dammit! Funny how having twin infants causes you to melt at the first inconvenience life sends your way. No wonder I’m stressed out and dream of early retirement.

That wasn’t the worst of it though. The car rattled like it had been run off the cliff, ala Thelma and Louise, and put back together again for unsuspecting renters. Well, Hertz, thank you very little for giving us this little gem. The kids usually slept through anything, but they were no match for this jalopy.

After we got home I figured it worth writing to Hertz, simply to share how disappointed we were being given such a piece of sh*t to drive around half the state in. Let it be known the rattles didn’t happen until we got on the highway, so there was no simply turning back once we were well out-of-town.

Here’s the complaint letter I wrote after my wrist stopped shaking:

Mr. Scott (Evil)

Rent A Car Americas

Hertz Corporation

225 Brae Blvd

Park Ridge, NJ 07656

Dear Mr. (Evil):

I am writing to request a partial refund (or credit towards a future rental), as a token of Hertz’s good faith, after a bad experience my family and I had with one of your rental vehicles. In short, our vehicle was the pits.

The Mazda 3 we were given at the Cherry Capital Airport in Traverse City, MI rattled and vibrated incessantly on the highway. Further, there wasn’t cruise control – a feature we’d come to expect as standard. These two factors made for a very taxing driving experience for me and my family. We had no problem with the missing wheel cover on the front passenger tire, but details like this certainly can make an impression on the customer, particularly when compounded with bigger problems.

I have attached records of our rental forms for your reference. There were few to no occasions for us to swap out the car due to our packed itinerary and open-jaw flight plan. We simply expected a solid car to get us from point A to point B, without the constant jolt of (I’m assuming) misaligned wheels or warped rotors, and, the fatigue from missing cruise control while traveling long distances throughout Michigan.

Please feel free to call me at (555) DUN-HURT if you need any additional details or background information. I hope I can continue to recommend Hertz to my friends and family. Your quick response is appreciated.

Sincerely,

(Cubert)

Enclosure

Who needs a hub cap??

I impressed upon Scott Evil the importance of perception of quality. I’m sure that’s why, within a week of this most effective complaint letter, I received in the mail a very nice phone call from Hertz, offering to cut my rental charges by half. Another case where spending an hour writing a letter yielded $200 back in my pocket. Personal finance wins keep coming…

How Do You Complain Effectively? (A Hit or Miss Proposition)

I’ve since written a complaint letter or two (or fifteen) similar to those above. In one instance, I received a complete replacement mattress for a Sleep Number Bed that had been known to have problems with mildew (GROSS!) Ours had some suspicious spots and I wasn’t taking any chances.

The complaint letter I wrote directly to their CEO was greeted by a return phone call from someone in their customer relations group. I was thrilled we had avoided a potential health issue, and they replaced our ten-year-old air bed for free:

Ms. So-and-So

President and Chief Executive Officer

Select Comfort Corporation

9800 59th Ave N

Plymouth, MN 55442

Dear Ms. So-and-So:

My wife and I recently discovered the presence of what appears to be patches of black mold on the surface of our Select Comfort mattress air-bladders. Our concern is whether this is causing or contributing to chronic allergic reactions that are particularly rough during morning hours.

This is an unfortunate development since my back health has improved markedly since switching to your product, nearly ten years ago. We would prefer to continue using a Sleep Number bed but are concerned over the long-term effects of the apparent mold.

Please let me know if there are any options for us (e.g., are new Sleep Number models less susceptible to this issue?). We would prefer to avoid the high cost of replacing our current bed, but we certainly have to consider our health and well-being first.

Please feel free to call me at (777) 777-7777, if you need any additional details or background information. I can provide a photograph of the suspected mold if you’d like. Your quick response is appreciated.

Sincerely,

(Cubert)

In another instance, my sister and I were stranded at the airport for six hours after United refused to let us on the plane still docked at the jet-way. We were held up by, you guessed it, way too long security lines.

Side-bar: There’s almost nothing worse in air travel than being told you missed your flight when you can see the plane sitting right there, with the walk-way still attached to the terminal!

The insult here was that our grandfather had just passed away, and we were trying to get home to be with family. That letter to United was greeted with a “too bad, so sad” response. I’ll never fly with them again, even if we have credit card bonus points to use!

How to Write Your First Strongly Worded Letter of Complaint

Be professional. Use professional letterhead and be sure to sign in ink. The more professional you make the letter, the more they know you mean business. Express your dissatisfaction clearly, with facts, dates, and details (including copies of receipts and so on) to help substantiate your claim. Don’t just say “You guys suck!” Those letters get discarded out of hand. Be sincere. Don’t make false claims in the hope of getting compensation. A.) that’d be a d*ck-move, and B.) that’d also be a criminal offense. If you’re going to write a letter, it’s because you’ve received less than the service or experience you expected. The companies you write should be grateful to hear from you, so they can resolve the situation and avoid a hit to their reputation. Be prompt. Don’t wait too long to send your letter. The sooner you get that thing written and in the mail, the more weight it will carry. Don’t expect compensation every time. In most cases, you’ll write because you feel cheated by a company. Either a voucher was useless, or a rental car had fits. Or maybe you lost a full day with family because United Airlines is a sh*tty carrier. Sometimes you will get what you deserve, and sometimes you’ll simply get a “sorry” back.

Here’s an excellent checklist to help you navigate the complaint letter waters: From www.Elliott.org. The only thing I don’t necessarily agree with is the notion of working your way up the corporate ladder with your complaint. I figure, start near the top. Send the letter to the VP of Customer Affairs. You will (well, you should) be heard…

And if you’re in the mood for some laughs, check out the Best Ever Complaint Letters. There are some royal doozies here. For example the angry letter to the male head of marketing at Always feminine hygiene products. Whoa. She should be a blogger!

Please share in the comments any advice YOU have on how to write a strongly worded letter of complaint.

So you have finished reading the how to write a strongly worded letter topic article, if you find this article useful, please share it. Thank you very much. See more: how to write a strongly worded letter of complaint sample, how to write a strongly worded letter of complaint pdf, disappointment how to write a strongly worded letter of complaint, how to write a strongly worded letter of complaint to bank, strongly worded letter meaning, how to write a letter concerning a problem, how to write a strongly worded email of complaint, strongly worded letter movie

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