AcharyaCenter.com - How To Guides, Tips and Resources

Complaint Letters: How to Respond in 7 Simple Steps

0 like 0 dislike
468 views
in Business by GreedySmile
Ask many small business owners what goes into providing great customer service and you have answers such as, being polite, serving promptly, keeping your promises etc. But in this hi-tech age, we tend to forget that the humble letter has just as an important role in ensuring good customer service. Yet how many times have you received a ‘letter of apology’ which makes you even more dissatisfied? The message it conveys, the language used – all designed to wind you up!

With some careful thought, a well-crafted letter can provide comfort to a complaining customer and enhance your reputation as a customer-focused business. In this article I am going to share some tips on how to write a great letter.
 
<b>What are you writing for? </b>

To write a great letter you have to be in the right frame of mind. Are you writing to handle a complaint, answer a query or to thank them for placing an order? Framing the letter in the right context means you will use the appropriate language and the tone will be right. Try writing a thank you letter as if you are responding to a complaint – the message is totally different.

Before putting pen to paper, think for a minute and decide what your aim or goal is.
 
<b>State your purpose</b>

Start off by summarising why you are writing. Open your letter by saying that you are responding to a query, or to resolve a problem they have had. This set out to the reader why you are contacting them and puts them in the right frame of mind to accept your message. An opening summary will grab their attention.
 
<b>Include a W.I.I.F.M. </b>

No, this is not some obscure radio station! WIIFM stands for ‘What’s in it for me?’ To truly engage your customer and get them on your side, you have to include a benefit for them. They have to get something out of your letter so they feel satisfied. What could their WIIFM be? Their complaint may be resolved; they may get a discount voucher; a priority service the next time they use you. If the compliant is a minor one, a simple, heartfelt apology may be enough!

Study your letter carefully and make sure you have a WIIFM moment.
 
<b>Don’t say ‘I’</b>

Wherever possible, avoid littering your letter with I’s. The reader will find it hard to link with you if they receive ‘me, me, me’ letters. Review your letters and wherever possible substitute ‘I’ with ‘you’. Change the focus to the reader. Make them feel valued.
 
<b>Write as you speak</b>

I forget the number of times I have received letters, which read as if they were written in the early 1900’s! Packed full of boring, stiff and outdated language – too formal. Your writing style should reflect the way you talk. After all, providing good customer service is partly down to how you interact or communicate with your client and letters play an important role.

So, review your letters and get rid of those phrases you learnt in school letter-writing lessons!
 
<b> “Please do this…”</b>

Having written a great letter, you don’t want it to tail off into nothing. Have a clear action-orientated close. Make sure your reader knows what you expect him to do next – “call me so we can discuss this idea in more depth”, “Fill in the attached form and pop it in the post”, “send me an order” (a bit strong perhaps but certainly to the point!).
A resounding call-to-action is a great way to finish a letter and leaves the customer in no doubt what he has to do next – another element of good customer service.
 
<b>Ask someone to check your letter</b>

If you are writing a very important letter or one containing a complex message, it’s wise to ask someone to proof read it. This is not just to check your spelling but also to check readability. Is the structure of the message you wish to convey clear and understandable? You’ll be amazed by what someone else will pick up which you have completely missed!
 
So, there you have it. Some useful tips on how to write a superb letter, which will further enforce your image of providing exceptional customer service.

Please log in or register to reply to this post.

Related posts

0 like 0 dislike
0 comments 129 views
Can You Afford What Rudeness Is Costing Your Business?

Have you ever thought about how much rudeness may be affecting your bottom line? What is the cost to your company when you or the people who represent you lack proper manners? Do you know how many clients are turned off by employees who would rather carry on a conversation with each other than with the person who came ... (c)2006, Lydia Ramsey. All rights reserved. Reprint rights granted so long as article and by-line are published intact and with all links made live.

in Business by FatKomodoDragon
0 like 0 dislike
0 comments 127 views
Build a strong business with strong customer relationships

Most businesses spent time attracting customers to a product or service, trying to win their trust and then ending the whole process with a sale. That tactic seems obvious to most people. What often is neglected is the post-sale follow up with customers, particularly when it comes to online businesses. We should look at the ... ever out-perform. Treat your customers like your own family. Go out of your way to communicate with them. If you neglect them, they will go elsewhere.

in Business by GreedyPig
0 like 0 dislike
0 comments 487 views
Are you Serious about Customer Service

Is your online company really serious about Internet customer service? When it comes down to it, excellent customer service is pretty much the only way you will convert visitors to customers. You can also increase your ROI and improve online sales with excellent customer service. If you are truly serious ... a serious customer service solution. Consider customer service software for your online business if you would like to convert visitors to buyers and improve your ROI.

in Business by LoyalChief
0 like 0 dislike
0 comments 211 views
7 Steps To Skyrocket Your Internet Business Profits

There are many ways to bring your income to the next level, and it all relies on just a little work that you can take anytime. So what do you need to take action on for your online business venture? Here are a few ways you can create a greater stream of income through your own Internet Marketing: 1. ... If you haven't included these steps in your online business venture, make sure you'll grab hold of it right now and execute them right away to multiply your revenues.

image
in Business by HistoryGuy
0 like 0 dislike
0 comments 275 views
How To Buy A Spy Camera In 3 Easy Steps

I bet you are frustrated by the lack of information about spy cameras available on the internet. I sure was. There seams like there are just a few big companies who have blown their entire advertising budget to make a big splash. (This includes the X10 camera of the late 90s fame). Spy cameras can come in very ... , however getting the real knowledge is what you will use to ensure that you get the best deal possible. Learn all about spy cameras and save yourself a bundle.

in Technology by BrownPriest
0 like 0 dislike
0 comments 549 views
7 Step: How To Create And Publish Your Own E-Book

In this simple article, I will show you step-by-step how to create your own e-book. Step 1: Open your HTML editor (Dreamweaver, FrontPage or etc); if you do not have one, go to search engine and type, "free online editor WYSIWYG". Step 2: Type your message or idea into your HTML editor or copy and ... /createpdf.adobe.com and follow the instruction on how to compile your text into PDF file. After you successfully create your PDF file, follow step 5, 6, 7. Good Luck.

image
in Business by BrownPriest
0 like 0 dislike
1 Comment 561 views
how to get a job in film special effects ?

Getting Your Dream Job in Film Special Effects? what can you tell me?

in Business by Knighthawk
0 like 0 dislike
0 comments 159 views
6 Simple Steps To Avoiding Expensive Car Repairs

Quite often, a visit to the car repair shop can be even more painful than a visit to your dentist. Perhaps physical pain it's involved, but some car repairs can leave your wallet feeling pretty empty and you with a bad taste in your mouth. The best way to avoid costly repairs is to take preventative steps that will ... car running smoothly and may also keep some extra bucks in your wallet. With the cost of gasoline prices these days, a few extra dollars can go along way.

image
in Finance by Hawkward
0 like 0 dislike
0 comments 89 views
7 Steps to Achieving Healthy Self-Esteem

The happiest people are those who do not judge others, live in kindness and love themselves. Do you ever see someone who is perpetually happy and wish you could be like them? You CAN achieve a healthy self-esteem it takes time and effort. Following are seven steps to help you on your way to becoming a happier, ... anything. At that point self-esteem is abundant and so is your life. Know yourself. Like yourself. Live your life like everyone is only in their underwear!

in Health by UncleRhino
0 like 0 dislike
0 comments 32 views
A Simple Strategy to Increase Profits

In today's competitive business environment it is essential to find ways to reduce costs and increase revenues while keeping productivity and quality high. One of the best ways to achieve this is through hiring and retention of outstanding employees. Far too often hiring managers rush through the hiring process due to being ... leading edge. By doing so you will be in business for years to come with a happy, dedicated and productive team. And that will equal profits.

image
in Business by AwfulSoul
0 like 0 dislike
0 comments 159 views
How To Live A Simple Life?

In many ways, you probably know how to live a simple life, but do you want to? Many want the complexity and constant drama of their lives. This is something we each have to look at honestly. However, some of us really want simplicity, and some would want it if they knew what it felt like to live more simply and at peace. ... to make such claims on your life. Let the drama swirl around you, but don't get involved in it. This is a crucial lesson on how to live a simple life.

in Health by Dingopher
0 like 0 dislike
0 comments 257 views
7 Ways To Advertise Your Business For Free

1. Free directories: Directories are perfect for customers that are searching for a particular topic. What's great about them is that you only have to post once and they are good for long periods of time. It saves a lot of your time when you don't have to resubmit your information every week or every month. ... Spam anyone. Only join groups with the same interests as yours. In other words, don't sign up for a recipe swapping group when you are advertising shaving cream.

image
in Business by KeyboardPie
0 like 0 dislike
0 comments 157 views
7 Reasons To Search Online For Your Next Job

A job search can be hard and sometimes frustrating. In case you are considering changing your job you should consider using an online search. This will help you expand your horizons and your search for your next job can become world wide and not restricted to any one area. 1. If you are keen in continuing ... your strengths and presents in a comprehensive way your experience. The internet has changed the way people look for new jobs and job search has taken giant strides.

in Business by HuggingDuck
0 like 0 dislike
0 comments 663 views
6 Things to do if involved in a Motorcycle Accident

Motorcycle accidents have a reputation for being some of the deadliest. Motorcycles offer little protection to riders in the event of an accident; therefore the injuries are often severe requiring long recovery periods. Usually, motorcycle accidents are not the biker's fault. Due to the size difference between a motorcycle and ... and insurance companies may be reluctant to pay for an injury later on. 6. Contact a motorcycle accident injury lawyer as soon as possible.

in Business by MysteryWasp
0 like 0 dislike
0 comments 691 views
How To Unleash All Your Leadership Potential

There is a steady flow of information in the form of books, articles, white papers and training all in the context of [ "what is leadership" or "how to develop a leader"]?. In this issue, I will avoid those two questions and write about two others that I believe might be on the minds of a lot you readers and they are: ... Heart of A Leader" had to say about good leaders; "If you want to know why your people are not performing well, step up to the mirror and take a peek."

image
in Business by VirtualAssassin
0 like 0 dislike
0 comments 148 views
How to earn money online

Affiliate programs A lot of companies on the web allow you to sell their products and get a commission on the sale. They take care of the product and you take care of getting clients for them. They usually give you a special link with your refferal code in it so you can refer clients. Investment programs You can invest your ... site. You can earn money for each or for each impression of the ads. Starting a scam site This is NOT the solution! Don't even think about it.

in Business by Octopixy
0 like 0 dislike
1 Comment 160 views
How to fund my new business?

How to fund my new business?

in Business by Knighttime
0 like 0 dislike
1 Comment 151 views
How to market my blog for free?

How to market my blog for free?

in Business by SilkPredator
0 like 0 dislike
0 comments 101 views
I want to blog. How to start blogging? any tips

I want to blog. How to start blogging? any tips?

in Business by PrisonWorm
0 like 0 dislike
1 Comment 134 views
how to bid successfully ?

how to bid successfully ?

in Business by LovableStorm
0 like 0 dislike
1 Comment 142 views
how to be successful with any affiliate program?

how to be successful with any affiliate program?

in Business by AmazingKitty
0 like 0 dislike
0 comments 144 views
How to Start Your Own Small Business?

Opening your own business can be a real big gamble. If you do not do your research well, you will wind up like most small businesses, and that is out of business in less then 6 months. The most important thing to remember when opening up new business is the location. When doing your research for your new business you ... keep your costs low until you can really get a good idea of if you are making money or not. Once you are making money you can go out and hire people.

in Business by LovableStorm
0 like 0 dislike
0 comments 100 views
7 Steps for World Class Gourmet Coffee

For a change, a good cup of coffee would be nice. It does take some time and some energy to find a great cup of gourmet coffee these days. If you do know of a perfect coffee shop, you are one of the lucky ones. But, did you know that you can basically make a nice cup of coffee on your own from home? ... hot and fresh. Most restaurants are told to keep coffee for less than thirty minutes, but at home, the best coffee is the coffee that hasnt sat for more than twenty minutes.

in Food by AwfulSoul
0 like 0 dislike
0 comments 68 views
A Simple Sales Strategy:  Define What Selling Is!

How do you define selling? A lot of people think of selling as persuading/convincing people to buy things they may or may not want or need. To some, selling is all about closing a deal. Thinking of selling like this is not very empowering to you. Frankly, if you have this perspective on selling, it's no wonder if ... to "reprint" this article online as long as it remains complete and unaltered (including the "about the author" info at the end) and all links are made live.

image
in Business by HarmlessRose
0 like 0 dislike
0 comments 127 views
7 Tips for Selling Expensive Collectibles On eBay

Recently, a friend asked me to help her brother sell his collection on Lladro glass figurines on eBay. These are expensive glass collectibles and I knew nothing about them - but I don't have to. The principles for selling expensive collectibles on eBay are the same, regardless of what is being sold. Obviously, ... until you are sure! If you follow these 'rules', the chances of selling your expensive collectibles at the highest possible prices will be greatly increased.

in Business by GreedyPig
0 like 0 dislike
0 comments 378 views
Accept Credit Card In Your Business

Should you accept credit card in your business transactions? Many small companies or home-based businesses avoid doing so because of their concern over fees and expenses that may drain away potential profits. Yet the actual cost of implementing credit card payment processing equipment, along with associated monthly and ... your business to the next level of sophistication by applying for a merchant services account so you can accept credit card in your business payments.

image
in Business by BouncyOracle
0 like 0 dislike
0 comments 551 views
A week in the life of an online student

Ever wondered what it would be like to be taking college courses online? This entry will give you a flavor of how online classes are conducted and what you as the student have to do to be successful. The course I am taking is a human-computer interaction course for my Master's in Computer Education. Monday I login to WebCT, ... as well, because I really like the interaction of a class. I like both methodologies. You may prefer one or the other, you won't know till you try.

in Business by SilkPredator
0 like 0 dislike
0 comments 443 views
Are You In The Right Profession?

All of us are busy working in a particular area to earn our living. Some of us are business persons and some are employed. Some are engineers, others doctors, carpenters and so on. We have painters, architects, firemen and all types of professionals. The question is - Why did you choose a particular profession? ... ? Please think about what I have said and rethink about your profession. You may find something else that may give you not only satisfaction but great success.

in Business by Madept
0 like 0 dislike
0 comments 590 views
A Change in Career a Change in You

Some of us are lucky (or unlucky) enough to start our own business, we work all the hours under the sun and moon and think that this is it, this is going to make me, I will be happy and have no worries about bills and the future. Sadly,it's not quite like that. If you're into manual labour you generally end up with no money and ... opportunity that no society has had before us. The world is a small village, and the reason for that s.......................... the INTERNET.

in Business by Titank
0 like 0 dislike
0 comments 393 views
Affiliate Fraud - Avoiding Fraud In Lead Programs

Lead fraud is possibly the largest obstacle to successful lead gathering via Affiliate marketing on the internet. Finding pre-qualified leads online can be either very successful or very frustrating depending on how you set up your program to deal with fraud. Gathering leads through an Affiliate program can be a very successful ... are setting up your lead campaign you can avoid days of frustration. The bulk of lead fraud is preventable - it just takes a little planning.

in Business by AfternoonFay
0 like 0 dislike
0 comments 225 views
10 Simple Reasons To Remove Spyware From Your Computer

Is your computer been running slower than normal? Are you worried someone may be able to access your computer and steal your private information and use it against you? If so, these are feelings I have shared with you in the past. Some time back, my 3-year old computer was running so slow that I had to ... run a spyware detector and remover. Most spyware detection and removal software today offers a free scan to verify that you do or do not have spyware on your computer.

image
in Technology by Cybora
0 like 0 dislike
0 comments 132 views
6 Simple Breathing Exercise To Deal With Stress

Breathing is something we all do during our life time. We all know we are going to die if we are not breathing. Breathing is a reflex action done by our body to provide the flow of oxygen around the body to the vital organs. Wikipedia, online encyclopedia, describes humans breathe between 12 and 20 times per minute, with ... each, without holding in between. 6. When you exhales, let the old air out from your chest then from your tummy. So, you are going to be relaxed.

in Health by PlushSeal
0 like 0 dislike
0 comments 115 views
3 Simple Factors to Beating Cocaine Addiction

Ok, someone you love and care about has a Cocaine Addiction Problem. Now what? At this point many thoughts will go through your mind. Most people actually follow a common series of thoughts, believe it or not. The first thought is denial. The addict actually goes through this several times as well. ... . If you simply use the above three questions in your rehabilitation program search, you will find the right program for your loved one, simply, easily and quickly.

in Health by HarmlessRose
0 like 0 dislike
0 comments 44 views
10 Steps to Developing a Quality Lesson Plan

This guide is not meant to be the one and only way to develop a lesson plan; however, it is going to provide you with at least some good methods to start with. A general overview highlights the key points of creating a useful and working lesson plan. Below is a list of the steps that are usually involved in ... The specific objectives would be more like the one listed above, in such a manner, as the students will demonstrate how to add the numbers 2 and 3 together.

image
in Family by AmazingKitty
0 like 0 dislike
0 comments 143 views
3 Steps to Picking out Your Dream Paint

Moving into a new house can be quite an experience. You are totally in a new zone, surrounded by new ceilings and floors near stairs in an entire new layout. You want your home to look the best, so it's important to pick out the right kind of paint. Of course, in a single article, we can't show you absolutely ... Of course, there's a lot more to say about house paint. We can't have put everything in one article. Visit our site to learn all about house paint today.

image
in Arts by PerfumedNecromancer
0 like 0 dislike
0 comments 369 views
10 Steps to Asthma Self Help

Managing asthma is not something your doctor can do for you all by himself. Asthma self help is an important part of treating and managing your condition so that it doesn't take over your entire life. Your doctor may prescribe both daily medication and medication to take in case of an acute asthma episode, but ... bedroom to minimize your exposure to dander. 10. Be aware of any food or ingested allergies, and avoid foods, medications and drinks that cause allergic reactions.

image
in Health by Amigod
0 like 0 dislike
0 comments 135 views
10 Easy Steps To An Organized Home Office

Without the structure of an office outside of our homes, it is easy to scatter anything work related all over the house. We still need to complete our work in a timely and efficient manner. After all, the less time we spend working, the more time we have with our family. An organized home office will make for a ... how much time you will save not searching for files, papers or the stapler. Before long, you won't know how you ever functioned without an organized home office.

in Homecare by GamerAlpaca
0 like 0 dislike
0 comments 113 views
6 Steps You Can Take To Speed Up Your Computer’s Performance

We live in a fast paced world and we're always looking for the fastest way to get things done. We barely have time to wait for our burger at the local fast food restaurant, our coffee to brew, our microwave popcorn to pop, so who has time to wait around for a slow computer? Barring adding more RAM to your ... week (some steps you can even set up to be done automatically). By doing this, you will keep your computer performing almost like it did when you first bought it.

image
in Technology by Dragonig
0 like 0 dislike
0 comments 126 views
10 Steps To Save Your Retirement

Many of the brightest and hardest-working marketing and advertising people in the country are obsessed with getting you to spend money and, if necessary, to go into debt to do so. Absolutely all the media that reach you every day are designed to get you to spend money. In order to save money in this environment, you will ... instead of the other way around, and all of the time in the world can be yours. You won't be spending your Golden Years working at the Golden Arches.

image
in Finance by HairyMagpie
0 like 0 dislike
0 comments 157 views
9 Steps To Living Abundantly

Many of us are bowed down by life - stressed, short of time, tired, on a treadmill, knowing that this isn't the way to live, but not knowing how to free ourselves up to live more fully, more abundantly. There are simple things we can do - they don't take time or money - they take a change of ... your bit to correct that imbalance and start living a life that recognises there are inequalities and shortages, but recognises that we can correct that so we all have what we need.

in Finance by Herogue
0 like 0 dislike
0 comments 634 views
Steps To Manifestation The Personal Development Way

Do you know how powerful your thoughts really are? Are you fully aware that these thoughts, all 50,000 per day, are singularly the most powerful influences on everything that happens to you in your life and are the reson you have attracted the people you know, the house you live in and the car you drive? In fact ... lastly ingredient 3 - action is the last key ingredient to bringing about your desires and living the life of your dreams. Now get out there and start to CREATE!

in Health by AwfulSlingshot
0 like 0 dislike
0 comments 482 views
How One Feels Crazy In Love?

Passionate love creates many feelings. In passionate love, lovers are even ready to give away their life. Passionate love neither recognizes logic nor it follows any norms. You must have read stories that told how a poor boy fell in love with a princess and ultimately won her over. Love that reaches heights of passion is ... attempt will be made to win him/her over. If for any reason, the beloved cannot be won, the consequences can be equally bad unless helped with therapy.

in Family by PrisonWorm
0 like 0 dislike
0 comments 60 views
7 Options To Consider When Taking Out A New Credit Card

How many times have you taken out a credit card based purely on its current interest rate or balance transfer option? You may be surprised to note there are at least 7 elements worthy of consideration when you take out a new credit card. To judge a new credit card on just one or two options could easily result ... best matches your circumstances. Don't just pick the card with the longest balance transfer period or lowest interest rate as it may cost more in the longer term.

image
in Finance by BunBunny
0 like 0 dislike
0 comments 643 views
7 things you need to know about buying and maintaining your very own fireplace

Owning a fireplace can be a lot of work but it really does pay off when you can cozy up to it with a magnificent book on a cold winter night. When you are investing in the acquire of one or when you are looking to begin using yours, you'll want to insure a multitude of things before you get started ... if you do not do so, you are risking the family members within your home. Using your fireplace correctly can help to lower heating bills and provide a fulfilling atmosphere.

image
in Homecare by Dragonig
0 like 0 dislike
0 comments 414 views
7 Tips To Help Reduce Your Debt

As debt continues to increase in many households across America, more families each year are finding themselves looking for ways to reduce their overall household debt. For some, this may be easier said than done. Debt reduction requires a lot of hard work and dedication. Especially when you are used to spending money ... the errors in their spending habits to help tremendously. Financial counselors can also show you how to better manage your money, and stick to a budget.

image
in Finance by GiftedWrecker
0 like 0 dislike
0 comments 157 views
7 best ways to get Home Improvement loan

Home Improvement projects are widely popular credited to the growth of TV series and designer shows. While smaller projects top the list of frequency, such as painting and decorating, all home improvement projects can add up quickly. The savvy shopper will not only shop around for the best deal on fabric, but on ... timeline. Look for monthly payments that you can easily manage, and an interest rate and schedule of repayment that meets both your short and long term goals.

image
in Finance by Sassassin
0 like 0 dislike
0 comments 138 views
7 Ways To Stay Motivated

You know what it's like. You set yourself a goal, something you want to achieve. You are excited and ready to take on the world, and then a few months later you can't even be bothered to spend 10 minutes working towards achieving it. Well welcome to being human! It is so easy to go from excitement to ... in staying motivated but a combination of many, finding the combination that is right for you will change from goal to goal and will be an ongoing (fun filled) exploration.

in Health by DopeyPotato
0 like 0 dislike
0 comments 295 views
7 Unique Ways To Make Someone Smile

Do you want to put a smile on someone's face? Maybe make their day a little bit brighter? It doesn't have to take much time or money on your part. In fact, many things can be done as a part of your normal routine and cost little or nothing. You won't know how many people are encouraged by your kindness because ... face, but there is one more way that can't be ignored. Reveal a genuine smile to everyone you meet. You will experience how easy it is to get others to smile!

in Family by SilentTrooper
0 like 0 dislike
0 comments 145 views
7 Creative Ideas To Keep Dinner Interesting

When it comes to the nightly meal of the day - dinner meals easily become a victim of repetitive entrees and side dishes. Some individuals and families find themselves stuck in a rut, preparing some of the same meals on a weekly basis - fish on Friday, Meatloaf Monday, bland corn, white rice, ... planners to consider. For example, to help cooks keep dinner interesting, culinary exploration reports offered at Menu Planning Central help add life, creativity, and imagination.

image
in Food by Octopixy
0 like 0 dislike
0 comments 97 views
7 Ways to Grow Flowers

Flowering landscape trees are the crown jewels of the yard. Perhaps no other plants, individually, can have as great an impact on how a yard looks in spring. Browse the articles to which I've linked below for information on particular varieties of flowering landscape trees. Pictures are included. Crape ... flowering specimens bloom earlier in the spring, and while their blossoms are pleasant sights for eyes sore from winter's barrenness, they desert us too quickly!

in Homecare by PlaySeal
Connect with us:
...