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If you decide to handle the problem yourself, we have several constructive suggestions for writing an effective complaint letter.   We surveyed over thirty Fortune 500 companies and asked what most impressed them in complaint letters from consumers.   Here are their recommendations:

1. Ensure a professional appearance.   Type the letter neatly in a readable font on business stationary.   Do NOT rely on e-mail correspondence.
   
   
   
2. Include contact information, including full name, address, phone number, e-mail address and date.   Indicate the preferred time of day for contact.
   
   
   
3. Address your letter to a REAL person, not to "Sir or Madam".   This makes the recipient accountable for handling your request.   For added impact, copy the letter to the recipient's manager or department head.
   
   
   
4. Address your letter to the correct person who can solve the problem.   It is easy and fast to locate the names of top corporate managers on the Internet.   Reaching the RIGHT person is fundamental in attaining success.
   
   
   
5. Get to the point immediately.   Clearly and concisely describe the problem.
   
   
   
6. Include appropriate documentation, including receipts, statements, written proof of all contact with employees in an effort to solve the problem.   Never send originals:  make copies of everything.
   
   
   
7. Keep your tone professional and businesslike.   Do not show anger, disrespect, or make threats.   Avoid profanity and sarcasm.   Avoid slandering anyone with whom you have spoken.
   
   
   
8. Ask for what you want.   Keep the request reasonable (in proportion to the loss that you actually incurred).
   
   
   
9. Set a reasonable deadline for a response.
   
   
   
10. After one month, follow-up with a second letter if you have not received an acceptable response.   Proceed to involve appropriate third-party agencies, if needed, to resolve your complaint.
    
    
    
11. If you are happy with the company's solution, send a sincere note of thanks to the person who helped you.   It shows pure class and will be remembered fondly.

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