You can usually find access to these sections of a company website by scrolling all the way to the bottom of any page and clicking a link that says “Contact Us” or “Help” or “Customer Service. ”
Often the “Contact Us” page is where companies will provide an email field for customers to submit their comments or complaints. Check this page to make sure that you will be emailed a copy; if not, search the website for an email address to use in your personal email account so that you can keep a record of your correspondence.
Even if you don’t find an answer under one of these links, it is useful to look through them because you can use your extra knowledge of the company to get what you need from them in your email.
The truth is that sometimes, registering a complaint by phone call is faster and more direct than an email. Email is great for submitting your gratitude or asking a question that doesn’t need an immediate answer, but if you want an issue resolved instantly, the best way is to call.
For example: “Dog Chewed My Lifetime Warranty Chacos—Need Replacement”
Try to find a name to insert in your greeting. Some smaller companies may list the names of their customer service reps, and utilizing this can make you seem more personable and desirable to work with. You can end this greeting with a comma or colon. Dear Customer Service, OR Dear Customer Service:
Use the URL of the product, if available, so that the rep has an immediate reference for your description. [6] X Research source Include your order ID in the email as well, since most reps are going to ask you for it anyway. This ID number is how your order is tracked and maintained in their system. [7] X Research source
Directly ask for any concessions you want. You may feel shy about asking for them, but set that aside in your email. If you want something in exchange for a defective product, say so.
An email signature is a short block of text that includes your name, occupation, and contact info. You can format an email signature in your email provider’s settings and set it to automatically appear in new messages.
You should of course include an attachment if you are submitting an email application to a job and are asked to attach your resume as a Word document. Don’t include any usernames, passwords, or credit card/payment information either.
Once you build a rapport with a rep through a series of emails, joking will more readily be accepted and understood.
Keep in mind that you can’t properly express emotion through text. If you are upset enough about your issue to want immediate attention, resorting to a phone call might be more effective.
