A complaint letter is a good way to express your dissatisfaction as a consumer. You can write one to disclose a problem you have had with a company's product or the service offered by a company. The opening paragraph and body of the letter are ready, but you don't know how to get to the point professionally. To wrap up a letter of complaint, write a polite final paragraph. Then, it ends with a formal and sincere closing formula.
Steps
Part 1 of 2: Writing the Concluding Paragraph
Step 1. State that you are expecting a response
Begin the paragraph by telling the recipient that you are waiting for a response to the complaint you made. This will serve to remind the person that you are expecting a response about what made you dissatisfied.
For example, you can write "I look forward to a response to this complaint of mine" or "I am looking forward to your response to this complaint"
Step 2. Emphasize your dedication as a customer
If you have purchased from the company in the past and you are a loyal customer, please note this point in the concluding paragraph. This will serve to make the recipient understand that it is not convenient for them to lose you as a customer.
For example, you can write "As a loyal customer, I hope you will do what you can to solve my problem and find a solution" or "I have been a loyal customer of yours for years and I hope you will take my complaint seriously."
Step 3. Set a maximum time limit within which to receive a response
Put pressure on the company or organization by setting a time limit within which to send you a response. If he does not make himself heard by the set date, contact your consumer advocacy association.
For example, you can write "If I do not receive an answer to this complaint within a week, I will be forced to contact my association for the defense of relevant consumers"
Step 4. Make note of any documents or receipts attached to the letter
If you will include documents or receipts as proof of purchase, mark their presence at the end of the letter so the recipient knows they will find them attached. Providing documents or receipts can be used to strengthen the complaint and prove to the company that you are making a legitimate complaint.
For example, you can write "I am attaching a copy of the receipt as proof of purchase for the product"
Step 5. Include your contact information for the purpose of the reply
Conclude the paragraph by providing the recipient with your address, email or phone number. Write the area code followed by your home or office phone number.
For example, you can write "Please contact me by phone at (333) 123-4567"
Part 2 of 2: Choosing the Closing Formula
Step 1. As a formal closing, use "Sincerely"
This is considered the standard closing formula for a formal letter addressed to someone you don't know personally, such as a business or organization. It is short and concise.
Step 2. For a less formal closing word, conclude with "Greetings" or "Sincerely"
These options are fine if you want to look a little less formal and a little friendlier. "Best Regards" also works well, if you prefer it to "Regards".
Step 3. Write your name under the closing formula
Hand signed below the closing formula. You can also type your name on the computer if you prefer.
