Complaint letters are not always fun, but sometimes they need to be written. In many cases, if the people do not complain, the problem agency at fault (ie business or government) do not even know that the problem that you and others may have experienced even exists.

Ultimately legitimate complaints, even by a few people can (and often do) result in better service for everyone. Not only that, writing letters of complaint may be personally eventually!

That's right. Writing letters of complaint can be a stimulating and therapeutic experience! It allows one to act instead of playing the role of the victim and "nursing home" an ongoing resentment towards a company about poor service or treatment received. Once the complaint letter was written and in the mail can be "let go" knowing that one has done something concrete and constructive about the situation. Not only that, but well-written and handled complaint letters get action!

Once I started to write letters of complaint, I started kindly received letters of apology and contrition from executives including bank vice-presidents and VPs of marketing for large companies. The features included in the mail, took a heck of a lot better than "polishing" an ongoing resentment and get even angrier the next time something bad happened. Sometimes I even get coupons and free merchandise!

THE SECRETS 10

Here are some strategies I have to write letters of complaint guaranteed to get attention and action.

1. Write to the person responsible is a senior

It is important that the name and detailed address of a very senior person responsible for the product or service that you are complaining about. I try to write to the V.-P. level. Never less than Director level if you want a serious answer. Name and address information can be obtained from the organization of the website or by calling the company and asks for the name and title of the senior person you should write.

2. Not Send an e-mail

When it comes to sending a serious complaint letter to a company or the government, not an e-mail, regardless of what they may say on their website. E-mails are usually treated dismissively by low level "customer service" people. If you want serious attention and action, the formal written complaint letter is the only way to go. When he arrives in the VP's office (yes, by snail mail!), Follow a bureaucratic process that ensures that the right people see your letter, and there will be.

3. Keep it as short as possible

Preferably no more than one page, two at the most. When considering a complaint letter there may be a tendency to go and just to make sure the recipient gets the point. Keep it as short as possible, but without diluting the facts of your message too much.

4. Give it a post for the identification

Place a post at the top of the letter with information provided by the company or agency will cover, such as your account number or customer number. Make it easy for them to find you on their computer file.

5. The situation has clearly explain

Make sure you have all of the specific details that are needed, so the company or agency can verify that your claim that you are without having to get into an endless game of phone tag with them. Take a certain date, time and place, as well as the names of people you dealt with. If you are unsure of this information in compiling the letter, call them back and ask for details. (You do not have to say that a complaint letter).

6. Use a positive and respectful tone

I've found that the best approach is to use a positive optimistic tone. Remember that you can write to a senior person who probably sympathy with what happened to you. Your show must convey the message that you are the innocent victim and you understand that the company would not have done something deliberately.

7. Send copies if applicable

There can be when it is wise to a copy of the letter to the other parties but only to ensure that you get some serious action. For example, in a case where you have been told to write to the regional director of a program, it is often a good idea to ensure that someone in the head office also receives a copy. I sometimes send a copy to the customer or the customer relations office at the national level.

8. "Shame" them as much as possible

Companies that advertise and claim a high degree of responsiveness and service do not want to be accused in those areas. If you have a strong argument that makes them vulnerable in one of these areas, use as much ammunition as can be embarrassing to them in these sensitive areas. Modern marketing terms such as: Customer Relationship Management (CRM), one-to-one marketing, most valuable customer (MVC) and customer focus, all tend to their attention. The use of these terms makes you sound like an authority.

9. Imply that you could take your business elsewhere

I always do this near the closing. Companies do not like to lose customers, especially long-term customers. Senior marketing people know very well that the study after study has shown that it takes five to seven times as much to recruit a new customer when it comes to maintain an existing one.

10. Ask an early Reply

In the last paragraph of your complaint letter, state explicitly that you expect a speedy response. Make sure you follow-up via phone or e-mail if you have not heard about three weeks. Some companies will send you a confirmation letter stating that they are working on your case and will arrive within a week or two.

Using the above strategies and you're sure to get action on your complaint letters. And do not forget the old truism "the squeaky wheel gets the grease"!