Your local bank made a mistake on your printed checks. Additionally,
the bank charged you for the checks, even though the order was supposed to be
complimentary for customers opening a new account. How would you draft a letter
that allows your irritation to work for, rather than against, you?
Here are previous posts and responses for this very question:
http://www.jiskha.com/search/search.cgi?query=bank+made+a+mistake+on+your+printed+checks
You will find information that you can use in here.
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Be clear and concise about the problem and how you want the bank to remedy it. Don't blame anyone because it's likely that the person reading the letter had nothing to do with the errors. Check these sites for more information and sample complaint letters.
http://www.infoplease.com/ipa/A0002121.html
http://www.georgia.gov/00/channel_title/0,2094,5426814_39105734,00.html
To draft a letter that effectively expresses your frustration while still maintaining a professional tone, you can follow these steps:
1. Introduction:
Begin the letter with a polite salutation, addressing the appropriate recipient, such as "Dear [Bank Representative's Name]," or "To Whom It May Concern."
2. Explain the situation:
Clearly state the issue you encountered, such as the mistake on the printed checks and being charged for them despite the assurance of a complimentary offer. Be concise and specific while providing necessary details such as the account opening date and the promised benefit.
3. Express your frustration:
Politely express your disappointment and frustration regarding the inconvenience caused by the bank's error and the unexpected charges. Use a tone that is assertive but not aggressive. Emphasize the impact it had on your expectations as a new customer.
4. Provide relevant facts/documents:
Attach any supporting documents, such as a copy of the bank's promotional offer or any receipts showing the charges, to strengthen your argument. This will also serve as evidence of the bank's mistake and confirm the legitimacy of your claim.
5. Request resolution:
Clearly state the outcome you expect, such as having the error fixed, the charges reversed, or a refund provided. Clearly communicate that you would like the bank to rectify the situation promptly and to ensure that such mistakes do not occur again.
6. Maintain professionalism:
Throughout the letter, maintain a polite and professional tone. Avoid using offensive or derogatory language, as it may undermine the effectiveness of your complaint. Remember, maintaining a respectful approach will increase the likelihood of a positive outcome.
7. Closing:
Thank the recipient for their attention to the matter and provide your contact information, including your name, phone number, and email address. Request a prompt response to your complaint.
8. Closing salutation:
End the letter with a professional closing, such as "Sincerely," or "Best regards," followed by your full name.
9. Proofread:
Before sending the letter, carefully proofread it to ensure there are no spelling or grammatical errors. A well-written and error-free letter demonstrates your attention to detail and strengthens your argument.
Remember, the main goal of this letter is to express your frustration while maintaining a professional tone. Being clear, concise, and providing relevant evidence will help increase the chances of a swift resolution to your issue.