Letter of Complaint

Business Communication

PurposeThe purpose of the letter of complaint is not to blow off steam.The less whiny your letter sounds, the more likely you are to get a positive response from your reader.

Include facts…The TransactionNote:

WhereWhen How

You purchased the product or received the service

IncludePhotocopies of evidence

ReceiptCanceled checkWarranty

The Product or ServiceInclude the model or serial number

Serial NumberSerial Number123-67-9821123-67-9821

The ProblemBe specific about what is wrong.Be sure to include any inconvenience the problem is causing you.

Attempted SolutionIf you have already tried to solve the problem:

Explain what you didWho you talked to

The SolutionExplain what action you want the reader to take

A refundA replacementAn apology

Format of the letterPersonal Business LetterBe sure to include your:

NameAddressCity, State and Zip