Suggestions for Contacting Companies:
In Writing. It’s always best to do it in writing. You are able to think about exactly what you want to say and how to word it. In my case, it comes out much more professional on paper than verbally.
Manners. The first part of being minding your manners when writing is spelling and grammar. Run spell-check! Nothing says “I didn’t put a lot of effort into this” or “You’re not worth the time” like poor spelling. The other obvious aspect of manners is language. Make sure that you address your letter politely.
Positive. Try to be upbeat and positive. If possible, start your letter in a positive manner. Is there something about the company/individual that you really like? Start with that. Once you have dealt with your grievance, then try to end on a positive note as well.
Be Non-Confrontational. Once you have said something nice, gently bring forth your grievance in a non-confrontational way. Unless you are just writing them to blow off steam and don’t actually want to work out a mutually agreeable solution, avoid saying things like “you’ve lost my business”. The only reason that a company would want to work with you to rectify any problems is to keep your current business and to maintain a good image in word-of-mouth advertising. Instead, try to phrase it in a way that encourages the company to work with you, such as “I’m unhappy with ___ . I am contacting you to give you the opportunity to rectify the situation.”
Make Suggestions. If you have some suggestions or ideas, politely include these in your letter as well. Many companies, anxious to please, will consider anything that you take the time to suggest, though do not be offended if you do not get the exact solution you proposed. (examples: The car seat cover is torn so perhaps you can send me a replacement? If the exact pattern is not available, a light brown would match as well.)
End in Expectation: Write as if you are sure that they too will be anxious to work with you. Closing with something such as “Thank you in advance for your willingness to work with me in this matter” will encourage agreement on their part.
Do you have a letter writing tip? Or a sure-fire way to get results? Please, Please Share!!
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