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How to Write a Complaint – Basic Customer Service Tips

Customer service tips

Richard Branson, indubitable entrepreneur and philanthropist, is widely regarded as one of the world’s most successful businessman. Rightly so, Branson is very concerned with the handling of customers’ complaints and discusses his protocol in an article written by him regarding customer service tips on the Virgin website:

Having once received what many regard as the world's best complaint letter, I was tickled to see another brilliant note to a different airline. I phoned the customer who wrote the above note to apologise and thank him for his letter after he experienced a less than perfect culinary experience on board one of our planes. It is important to take customer feedback on board in order to improve and also to be able to laugh at yourself.

… making customer service key to your company will keep your employees motivated and your customers happy. This in turn ensures enduring loyalty, business success and a better experience for everyone.

The key point that Branson makes here is that he was immediately ready to personally engage with the complainant to find resolution, surely one of the most valuable customer service tips one can get. Not only this, but he didn’t take himself too seriously along the way, making his line of communication open and agreeable. Branson also points out the fact that providing good customer service is integral to keeping employees motivated and customers satisfied.

Essentially, he highlights the importance of dealing with complaints and how it can very positively affect how well a company functions.

So you want some good customer service tips and want to know the right way to write a complaint? provides users with forms that help you hone the way you format your complaint, but there’s also the opportunity to write a traditional complaint letter in the Describe Your Complaint section of the form, on the main page. points out that there are five important points to remember whilst you’re writing your complaint letter, providing a treasured source of customer service tips; your letter should be:

  • Concise – so your letter can be understood quickly.
  • Authoritative – if your letter is well written and proficiently presented then it will immediately have more credibility and will be taken seriously by the recipient.
  • Factual – you should allow the recipient to quickly see the relevant details, dates and requirements. We help you on this part with our complaint form framework.
  • Constructive – positive statements and the suggestion of positive action go a long way.
  • Friendly – with a friendly tone, the recipient is much more likely to want to help you.

Following on from these basic five points relating to customer service tips, here’s two examples of complaint letters done right to get you started, the first from Citizens Advice:

Dear Sir or Madam,

Account No: 12345678

Supply of Goods (Implied Terms) Act 1973 (as amended)

On 12/12/11 I entered into a Hire Purchase agreement with you for the following:

An all in one printer from Errol's Electrics.

I now have a problem with the goods:

The printer turns off after five minutes of use and won't switch on again for half an hour. I went back to the shop and they refused to replace it.

I understand that under the above legislation, it is your responsibility to resolve the matter and would therefore ask that this is done within the next 14 days.

Yours faithfully,

John Smith

The second is a more frivolous but well-known complaint letter written by tennis professional Arthur Hicks, who put a comedic spin on the usual format, providing customer service tips in his own way:

Dear LIAT,

May I say how considerate it is of you to enable your passengers such an in-depth and thorough tour of the Caribbean. Most other airlines I have travelled on would simply wish to take me from point A to B in rather a hurry. I was intrigued that we were allowed to stop at not a lowly one or two but a magnificent six airports yesterday. And who wants to fly on the same airplane the entire time? We got to change and refuel every step of the way! I particularly enjoyed sampling the security scanners at each and every airport. I find it preposterous that people imagine them all to be the same. And as for being patted down by a variety of islanders, well, I feel as if Ive been hugged by most of the Caribbean already.

I also found it unique that this was all done on island time, because I do like to have time to absorb the atmosphere of the various departure lounges. As for our arrival, well, who wants to have to take a ferry at the end of all that flying anyway? Im glad the boat was long gone by the time we arrived into Tortola last night and that all those noisy bars and restaurants were closed.

So thank you, LIAT. I now truly understand why you are The Caribbean Airline.

P.S. Keep the bag. I never liked it anyway.

I hope this little article gives you a few ideas on how to start writing your complaint; expect more in-depth advice to follow in later blog articles! Customer service tips are extremely useful ways to improve on your complaining technique and how to deal with complaints in your own line of work.

And don’t forget to give our services a go – for only £6.50 or $10 you can get your complaint heard straight away. Go to the homepage and get complaining now! Takes Your Complaint to the Top-- for Action!
Complaints procedure

It is inevitable that most customers will be dissatisfied with their service at one point or another. Whether an issue lies with a product, specific retailer, telecommunications company, utilities provider, within the healthcare industry, or any of a number of other service providers, consumer dissatisfaction is all too common but less commonly addressed or properly handled. In fact, research shows that most customers don’t even bother to complain or voice concerns because they feel they would be unheard, brushed off, never actually get to speak with a human, or because filing a complaint takes too long. Fed up with standard complaint procedure, many consumers merely give up.

“Last time I complained, nothing happened” and “no one would listen to me anyway” are phrases too often heard from dissatisfied customers who feel as though they have no outlet for their frustrations and no way to have their voices heard by movers and shakers at the companies in question. We have all heard them from frustrated parents, disappointed friends and coworkers, and have probably even uttered them ourselves after dealing with a company’s complaint procedure that has garnered no results.

While each company’s complaint procedure varies, contact information is hidden on most company websites, making it near impossible to contact the appropriate person via email. Phone numbers, when not hidden, usually entail long waits for a customer service representative or a frustrating waltz with an automated operator and an endless maze of menus. According to a 2011 Consumer Reports survey, 67% of consumers have hung up the phone out of frustration because they could not reach a live person for assistance. Research data gathered by Harris Interactive shows that 75% of customers believe it takes too long to reach an actual person on a customer service line.

Even when a consumer is able to reach a live service representative on the phone, frustration with complaint procedure still remains at a high level. Customers are largely frustrated with common customer service jargon that implies a breakdown in communication, an unwillingness to provide real service, and corporate reticence to admit errors. The “customer is always right” has taken a back seat to a projected facelessness and aura of infallibility that many companies hide behind. This is a shame, as complaint handling can make or break a company, because the way that a business manages received complaints has an effect on consumer relations and continued business.  In the end, many consumers will take their business elsewhere when they feel undervalued as a customer, no matter how brand-loyal they had previously been.

Understanding that the current system of complaint procedure is faulty and aggravating for consumers, provides a web-based service designed to help the consumer file complaint procedures and get results.

While most complaints are traditionally lost in the corporate shuffle, has amassed a database of top contacts at many companies, and uses these contacts to get results for the customer.’s unique complaint procedure features a complaint form with prompts and tips to empower the customer and get satisfaction without any wasted time. expertly uses public records to track down the people responsible for providing goods and services. Onces a complaint is filed through the website, the filing enters a tracking system where it is appropriately escalated if there has been no response. continues to follow up on the customer’s behalf, escalating the issue up each company’s chain of command until the issue is resolved. is devoted to achieving resolution and satisfaction for the consumer, simplifying the complaint procedure for the consumer and empowering users in the process.

Looking for REAL Customer Service?

Complaints service
It’s no secret that the turnover rate for complaints jobs is high. Any cursory search of internet job search engines or any Employment section of the newspaper will highlight a veritable glut of openings in complaints jobs. As a result, it’s no surprise that the majority of customers feel unheard and under-serviced when lodging a complaint. Because of the high turnover rate, many complaints jobs workers are new, undertrained or overworked and burnt out. Additionally, because it’s often so hard to fully staff a complaints department, many of the functions of complaints jobs workers have become automated. Now, when consumers want to file a complaint, they are often met with dead-end complaint forms, frustrating phone menu systems, and seemingly endless wait times on hold.

It’s unfortunate that the turnover is so high and the training is often inadequate for complaints jobs workers and departments, because this leads to a high level of consumer frustration. According to Harris Interactive, customers report that 75% of them feel it takes too long to reach live customer support, and when they finally do talk to a customer service agent, that the customer service agents failed to answer their questions 50% of the time. These numbers are not only disappointing, but also quite discouraging to the customer who merely wants to feel heard and resolve the issue that they are having with their product or service.

Customers don’t want to hear from complaints jobs workers that they have “never received any complaints before” or that they “aren’t allowed” to do whatever it takes to help the customer with their issue. Statements like these, coupled with long wait times and automated email responses, do not instil a sense of confidence in the consumer and instead cause the customer to feel as if their time and money have been wasted, that their needs and feelings are not important, and that they don’t even know who to complain to or who would care. It can all seem very hopeless.

Luckily, is an outlet for the consumer to have access to REAL customer service.

With, there are no more arduous wait times on the phone, and never again will an email be filtered into an unseen inbox. takes the struggle out of utilizing complaints jobs workers, and brings the customer’s complaint to the eyes that need to see it in order to resolve the issue swiftly. even helps the customer accurately state their complaint, providing tips and prompts, to ensure proper attention is paid to the issue. uses many methods of contact -- fax, email, phone, and regular postal service -- to reach out to high-level contacts at the top companies worldwide. This service is designed specifically to empower the customer and deliver results without wasting any more of the consumer’s time.

Now that is REAL Customer Service!