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Complaint letters are a medium to question or detail out the problem to the authorities on their products or services. While complaining about something, you need to be very careful as the tone or language has to sound correct or else it leads to legal hassles. Hence, the complaint letters are a bit difficult to write. Just to ensure that you write the correct way, you need to have effective guidelines to write. Basically, complaint letters are scripted when a person encounters a problem in a business transaction, like purchasing defective piece of goods or being dissatisfied in services. It voices out feelings of being unfair or lack of respect. Complaint letters can also be sent to government agencies. For example: If a pension gets delayed. If a person is emotional, it may become difficult for him to write such letters. It is because these people can’t control their anger and temper. It is mandatory to maintain respectful tones in such letters to avoid the matter getting worse. It is said that when you are too happy or too angry, don’t take any decision. It is better to calm down and then decide carefully. That decision surely has better results. Thus, once you cool down, you can get a pen and paper and write it with your mind on appropriate settings. Though complaints can be verbally made, it is advisable to write it as there are lots of advantages for this. Firstly, writing down the complaints gives the complainant ample time to calm down and think peacefully before expressing your disappointment. The person who makes the complaint is able to organize his thoughts chronologically and then jot down specifically. While writing, few key points to remember are the dates and times (most important and to be written carefully), attach proofs like receipts or other important documents. It will create enough impact to make your case strong. It is essential to maintain a respectful tone as sometimes out of anger, one can even go to the extent of making personal attacks. Keep the letter factual, formal or direct to the point. Be polite, maintain an optimistic tone and also be professional. This will let the recipient take immediate action if the complainant is kind. The complaint letter should not be lengthy. It should be snappy, reliable, accurate and precise. Just like any other formal letter, there is also a basic format to follow in writing complaint letters. You should start with the date and time, your address, the recipient's address, the greeting, the body (the message of complaint), then concluding with your name and signature. Send the letter directly to the concerned person. The receiver will be liable to act upon your complaint instantly if you write an effective complaint letter. Complaints Letter College Application
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