As much as we would like to avoid it, there comes a time when we need to write a complaint letter or email to a business.
Whether it’s a faulty product or poor customer service, as an unhappy customer, it’s important to express your dissatisfaction in a professional and effective manner.
In this post, you’ll learn how to write a business complaint email that will help you get the desired resolution.
Table of Contents
What to Do Before Writing a Business Complaint Email
Before jumping into writing a business customer complaint email, let’s take a few steps to ensure that your complaint is valid and that you have a clear understanding of the issue.
First, gather all the needed information, such as your order number, product details, email address, or the name of the employee you spoke with.
Second, check the company’s policy on complaints to ensure that you follow their guidelines.
Finally, take a moment to calm down and collect your thoughts before writing the email.
What to Include in A Business Complaint Email
When writing a customer complaint email, it is important to be clear, concise, and professional to the customer service team. Understand that the customer support team are dealing with angry customers consistently, so it is important to be polite and respectful. Here are the key elements that should be included in your email:
- Start with a clear subject line that summarizes your complaint.
- Begin your email by stating the problem you have encountered and how it has affected you.
- Provide specific details, such as dates, times, and names, to support your complaint.
- Explain what you would like the company to do to resolve the issue. Request specific action steps.
- End the email by thanking the company for their attention and providing your contact details.
What Do I Put in The Subject Line of A Complaint Email?
The subject line of a complaint email should be clear, concise, and accurately reflect the content of the email. It should also grab the attention of the customer service team and prompt them to address your problem swiftly.
For instance, you could use “Complaint about [Product/Service Name] Purchased on [Date]”, “Dissatisfaction with [Product/Service Name]”, or “[Product/Service Name] Issue – Urgent Attention Required”.
Remember, the subject line is the first thing the recipient sees, so make sure it accurately represents your issue.
Email Template for A Business Complaint Email
Dear [Company Name],
I am writing to express my dissatisfaction with [product/service] that I purchased from your company on [date]. I am disappointed with the quality of the [product/service] and how it has affected my experience.
I would like to bring the following issues to your attention:[Provide specific details of the issue]
I hope you can understand my frustration and would like to request that [state your desired outcome]. I believe this is a reasonable request and I look forward to hearing back from you soon to resolve this matter.
Thank you for taking the time to address my concerns.
What to Avoid in A Complaint Email
When writing an effective complaint email, it is important to avoid certain things that could hinder the resolution process. Here are some things to avoid:
- Avoid using aggressive or offensive language. It can make the situation worse and damage your credibility.
- Do not make threats or demands. This can make the company defensive and less likely to cooperate.
- Do not exaggerate or make false claims. Stick to the facts and avoid hyperbole.
- Avoid sending a complaint email when you are angry or emotional. Take a break and come back to it when you are calm and collected.
In conclusion, writing a business complaint email can be a daunting task, but if done correctly, it can help you get the desired resolution and hopefully end in a positive experience.
By following the guidelines provided in this post, you can write a professional and effective email that will help you get the issue resolved and provide important customer feedback to the customer service department. Remember to avoid the common mistakes and keep a professional tone throughout the email.