How to complain effectively
Good service is something that we all like to receive but there are timeswhen things don’t turn out like that.
Sometimes eagerly awaited products arrive damaged, and on other occasions thewrong item is in the box.
Sometimes a salesperson is adamant a gadget will do a particular job butturns out to have been wrong, while other times telephone helplines will firmlyrefuse to accept that you are allowed to send something back.
When this sort of thing happens you have to complain but often it’s temptingto go about this the wrong way. being rude or sarcastic might make you feelbetter but often it won’t help to get the desired result.
If you want to get the right result, you need to make sure you complain inthe right way, to the right people. In this article we will explain how to dothat – and so to ensure you get the right result.
Keep calm when a new computer or gadget has been eagerly awaited, or saved up for over aperiod of months, and then turns out to fall short of expectations, it’s easy tobecome frustrated – and all too easy to take that frustration out on the shop orperson that sold it. but while that might make you feel better, at least in theshort term, it’s rarely the best way to sort things out.
If you have to complain, then going about it in the right way is vital, andthere are some basic steps that need to be followed to make sure that problemsare solved, rather than made worse. Some of it seems to be common sense butbefore we look at how to complain in more detail, it’s worth bearing in mind thetwo most important points.
The first rule is to stay calm and in control, no matter how annoying,disappointing or exasperating the situation might be. Shouting or being rude orsarcastic might make your disappointment felt but it also makes it far easierfor the other party to discount you as a troublemaker and either walk away orhang up the phone. a calm, reasonable customer is far harder to ignore.
The second key point is to complain to the right person. This might soundobvious, but it’s surprising how often people complain to the wrong person. Andwe don’t just mean complaining to the person who has the bad luck of answeringthe phone – it’s important to be sure you are even dealing with the rightcompany.
For example, when something is bought in the UK, the contract of sale is withthe shop, not the manufacturer. Phoning the people who made a broken gadgetmight elicit some sympathy but unless they are feeling generous, it won’t domuch else. the legal responsibility lies with the person who sold it – even ifthey try to pass the buck.
First steps With those two basic rules out of the way, let’s look at the process of making asuccessful complaint. the first step is preparation, as complaining is alwaysmuch easier if all the information is at hand to start with. that means makingnotes and keeping records whenever you are thinking of spending money – not justwhen it’s time to hand over the credit card details, but long before then.
It may sound as if we are encouraging a suspicious mind but it pays to makenotes when enquiring about a product. the law says, for instance, that somethingshould not only be fit for the purpose for which it was sold, but also any otherpurpose made clear.
So, if a company offers assurances that product X will work with printer Y,and it turns out that it doesn’t, a record of who gave that assurance, and when,will help your case when you come to complain. Making enquiries by email orletter helps, and at the very least, notes of phone calls, including the name orextension number of the person to whom you spoke. It’s even possible to recordphone calls – and quite legal too, despite what many people believe.
Keeping records doesn’t stop when a purchase is made, of course. Ensure thatreceipts are kept, and emails saved. Print out the order confirmation page fromwebsites in case a confirmation email doesn’t arrive, and consider saving theweb page so that you can refer to it later.
If there are problems, record keeping becomes even more important. Writedown, or keep a diary on the computer containing the date and time of everycontact with a company, and always remember to ask for someone’s name whenspeaking on the phone.
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