by Kathy Thompson
http://www.faceuptoit-youcan.com
© 2004
What are you upset about? Are you angry, annoyed, irritated about
something or someone? Do you have a grievance? Have you been offended
or treated unfairly? You can complain and get results. If you
have a problem with your school, city, county, state, or national
government you can do something about it. Or if you have disputes
with your landlord, a business or company, you can use the following
steps to DO SOMETHING ABOUT IT. SEND A LETTER.
You will want your letter to stand out. Put yourself
in the place of the person receiving your letter, and remember
that your goal is not to get revenge or angry, but to get results.
If you want results, the best way is to make your letter short,
factual, and reasonable.
HOW TO SAY IT - State the problem clearly and
fairly. What is it that is bothering you? What needs to be done
to correct it? Give all the important facts. Provide complete
and accurate names, addresses, and information. Include appropriate
documentation. Tell why you think it is important that the complaint
should be taken care of. Request a reasonable possible solution.
In closing, express your confidence that the matter will be handled
to your satisfaction.
WHAT NOT TO SAY - Avoid sarcasm, accusations,
abuse, blaming, smart remarks, and emotional outbursts. You will
only antagonize the very person who can help you. Negative letters
are not effective, and they will only make you look foolish. Do
not hint for free products or "compensation" beyond
what you are due. Don't threaten to sue. This is generally recognized
as a bluff. People usually leave that to their lawyer. You might
indicate (if you mean it), that you are going to take them to
small claims court. This is one possible way of achieving a quick
inexpensive solution.
WRITING TIPS - Write the letter soon after it
happens. In the first line of your letter state clearly what you
want from the company. Then state it again in the last line. Place
more emphasis on how the problem can be resolved and less emphasis
on details of the mix-up, your reactions and feelings, and what
a disaster it has all been. Keep track of the names and titles
of the individuals you have spoken with, the date, time, and outcome
of each conversation, and include this information.
If your complaints have several items/components,
set these items off in a numbered or bulleted list to make it
easier for the reader to see and respond to them. Assume that
the person you are writing to is unaware of the problem. Say that
you are sure someone would like to know what has occurred. Write
with the assumption that the reader will be willing to resolve
the problem. Stick to one issue. State facts, avoid emotions.
Make sure you send it to the right person. Use a light touch when
possible (a little humor). Assume that the person is going to
help you, and let this show in your letter. Try to get the person
on your side by pointing out something you have in common. Close
with an optimistic note. "I'm sure you will have a solution
for this problem."
Kathy Thompson will write your letters for you;
personal and business.
Writer, Speaker, Profiler, Kathy Thompson has been writing for
over 25 years. She also provides copy writing, editing, proofreading,
typing, data entry or anything may need help with.
Contact Kathy Thompson at; writing4u@faceuptoit-youcan.com
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