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- W257486912 abstract "Complaint letters call for something better than warm fuzzies and mea culpas A grievance represents a larger issue than poor service. Consumers with a beef will seek a forum until the issue has been resolved. And they have a large audience willing to hear their complaint. To start with, there are the federal and state banking agencies. Other ears include the Federal Trade Commission, state consumer protection agencies, state and federal attorneys general, and even congressional representatives. Consequently, a bank's reply to a complaint that subsequently is directed through these channels becomes a portrait of the bank's policies. When consumers write to a government agency, they generally do so after several attempts to resolve a situation directly with the bank. The consumer's frustration often stems from: * Failure to thoroughly analyze the complaint. All too often, representatives read or hear only part of a complaint and then characterize a problem. Unfortunately, the characterization may be incomplete-or plain wrong. * Failure to understand the substance of the complaint. Sometimes, a valid concern is dismissed because the message is lost in the complainer's delivery. * Failure to forward the complaint to the appropriate department. * Failure to connect. The consumer may not accept the bank's answer. Such inadequacies are likely to cause inquiries from the government agency involved, which may be forwarded to the financial institution's examiners for further investigation. The following examples highlight common regulatory correspondence weaknesses. A Common Response January 1997 We appreciate you bringing the to our attention. Dear Ms. Smith: Please accept our apologies for the calls you received because your telephone number was listed on a delinquent account. It was not our intent to offend you, but to obtain information to determine if you were the actual cardholder. Your telephone number has been removed from this account to prevent any future calls. Thank you for this opportunity to address your concerns. Sincerely, Representative Comments 1. Poor word choice. Choose wording that is accurate for the situation. The word impropriety means improper act. It is unlikely that the business actually engaged in an impropriety, so the letter should not say it did. 2. Don't apologize for prudent business practices. An apology implies that the practice is wrong. Do apologize for inconvenience, errors, negative impressions, and any actual wrong-doing. 3. Summarize the consumer s complaint. By providing a brief explanation, the bank demonstrates its understanding of the complaint. In addition, the summary helps remove the biases contained in the consumer's letter and presents the facts more objectively. Be careful, however, not to change the consumer's intent. 4. Explain the practice. The consumer believes that the bank has done something wrong. The reason for the policy or practice is not apparent to her and may not he readily apparent to the agency. A meaningful explanation of the practice helps the consumer and the agency better understand the bank and its specific practices. If there is more to the situation than you choose to put in your letter to the consumer, be sure to add it in a memo accompanying the bank's response to the agency. Always provide the reason if complying with the complainant's request. Without a reasonable explanation, the reader may view the change in the bank's position as an admission of wrong-doing. A Recommended Response January 1997 Dear Ms. Smith: Your letter dated December 1996 to the Regulator was referred to my office for research and response. As I understand this matter, you have been receiving telephone calls asking for a person who does not reside at your address and you request that the calls cease. …" @default.
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- W257486912 date "1998-07-01" @default.
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- W257486912 title "When the Customer's Got a Beef" @default.
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