If it so happens that you are forced to write a complaint, so that there are no complaints against you, but at the same time there are no excuses for the guilty party, it’s worthwhile to thoroughly study the text of your statement. A complaint with an example of the wrongdoing itself, or simply with a description of what happened, was always perceived better than just a text with abstract words about "how bad everything is." Therefore, thinking over what is worth writing, use the following plan.
Instruction manual
1
Start by contacting. It may look like a regular memo. In the upper right corner write the name of the person you are contacting, indicate his position or the scope of his authority. Thus, you show that you are aware of what you are dealing with and who you are and are serious.
2
Provide information about yourself. Also write down your name, where you work and what position you occupy. Mention the role of the company or organization to which there are complaints, for example, “regular customer of your store” or “owner of an annual subscription to your publication”. Let the addressee understand that it is extremely necessary for him to deal with your problem, otherwise the company risks losing a regular customer.
3
Describe your claims to the organization. Literally in 2-3 sentences express the main point. Do not load the text with unnecessary words, dry and in fact - the reason for the dissatisfaction, the date and time of the incident, the previously taken actions on your part to resolve the situation.
4
Proceed to describe the situation. Here already in detail, in the smallest details, write down everything that happened. It’s worth describing everything that pops up in your memory so that the investigation doesn’t say that you “attribute” your own conjectures or fairy tales. Mention everything, down to the emotions on the face of the person who caused the complaint, smell and color of a thing that did not suit you, and so on.
5
Describe what is happening in stages. Do not confusely retell everything that was happening around you. Action by action, tell along the chain the whole series of events. If some passage needs comments, you can give them in brackets after the description of what happened.
6
Be nice and restrained in your writing. It is possible that the authorities to whom the letter is addressed are not to blame for anything, and elevated tones will only make them angry, and nothing good will come of it. Once again, indicate your coordinates at the end and be sure to mention that you are waiting for an answer to your letter.
