Writing a Complaint Letter

Writing a Complaint Letter

Where to send it

o Check the product label or warranty for the name and address of
the manufacturer.

o If you need additional help locating company information, check
the reference section of your local library for the
following books: Standard & Poor's Register of Corporations,
Directors and Executives; Standard Directory of Advertisers; Trade
Names Dictionary; and Dun & Bradstreet Directory.

o If you have the brand, but cannot find the name of the
manufacturer, the Thomas Register of American Manufacturers lists
the manufacturers of thousands of products. Check your local
library.

o Each state has an agency (possibly the corporation commission or
secretary of state's office) that provides addresses for companies
incorporated in that state.

o Remember, do business with a company you will be able to find
later. It might be difficult to find companies in other states or
those listing post office boxes as addresses. Even if you have an
address, it might be only a mail drop, so be sure you know where
the company you are doing business with is located physically.

What to say

o Include in the letter your name, address, home or work
telephone numbers, and account number, if any.

o Make your letter brief and to the point. Include the date and
place you made the purchase, who performed the service, such
information about the product as the serial or model number or
warranty terms, what went wrong, with whom you have tried to
resolve the problem and what you want done to correct the
problem.

o Use the sample consumer complaint letter on the following page
as a guide.

o Include copies, not originals, of all documents.

o Be reasonable, not angry or threatening, in your letter. Type
your letter, if possible, or make sure your handwriting is neat and
easy to read.

o Keep a copy of all letters to and from the company.

o You might want to send your complaint letter with a return
receipt requested. This will cost more, but will give you proof
that the letter was received and tell you who signed for it. o
If you feel you have given the company enough time to resolve the
problem, send a copy of your letter to, or file a consumer
complaint with, your local or state consumer protection agency,
such specific state agencies as banking, insurance and utilities,
or local Better Business Bureau. Their addresses can be found
starting on pages 70, 87 and 63, respectively. Include
information about what you have done so far to try to resolve your
complaint. If you think a law has been broken, contact your local
or state consumer protection agency right away.