Free Complaint Letter to a Company

The recipient of this letter may have questions about some of the information that you have provided or may require additional information. Therefore, you should include information about how you would like to be contacted.

If contact with the sales person or company representative does not resolve a problem with a product or service, the next step is to send a letter to the company's headquarters.

Sources for company and brand name information can be obtained from the product label or warranty information or from the "Consumer's Resource Handbook" prepared by the Office of the Special Advisor to the President for Consumer Affairs. A free copy of the handbook may be obtained by writing:

Handbook

Consumer Information Center

Pueblo, CO 81009

• Standard and Poor's Register of Corporations, Directors, and Executives.
  
• Standard Directory of Advertisers.
  
• Thomas Register of American Manufacturers.
  
• Trade Names Directory.

Do NOT send your original documents to the company. Send COPIES of all the items that directly relate to your complaint. Retain the originals and extra copies for your records. Keep a written record of the people you speak with and what action was taken. Allow the company sufficient time to resolve your problem before seeking additional assistance.

Confirmation of Verbal Promises
If a resolution to the problem is promised during a telephone conversation, you should ask the company representative to confirm the promise in writing. If no written confirmation is received from the company, you should write your own letter confirming the conversation. In the letter, include the name of the company representative you spoke with, the date of the conversation, and the resolution offered.

If a product was misrepresented or defective, the seller or manufacturer has a legal obligation to refund the consumer's money. However, if the product was defective, the obligation to refund the money may be subject to an opportunity to replace or repair the defective product. Some businesses follow a cash refund policy regardless of the reason for returning the merchandise. Other businesses may have a return policy that all sales are final or may only offer credit for returned merchandise. Therefore, it is advisable to find out the store's return policy before making the purchase.

1. Sign the letter.

2. Keep a copy of the letter for your records.

3. Photocopies, rather than original copies, of any sales receipts or other relevant documents should be included with the letter. You should keep a copy of all correspondence to and from the company or agency and maintain a written summary of all telephone conversations.

The description of the product should include the serial or model number, the size, color, and any other distinguishing characteristics.

The description of the service should include the type of service, the name of the person who performed the service, and the date you received the service.

When describing the problem, be specific and to the point. Merely stating that the product "did not work" does not provide sufficient information. A detailed summary of your complaint will assist the company in resolving your problem.