The Complaint Letter
So much fun…
When to Write One
When you want to lodge a formal complaint against a company
Not intended for person-to-person useUsed to get something for you troublesStandard business letter format
Part 1 and 2
1. Your NameYour AddressYour Phone #The Date
Skip one line Everything in the
letter is aligned to the left
2. Name and Title of person you’re writing to
Company name of the person you’re writing to
Address of Person
Skip one line
Parts 3 and 4
3. Greeting Dear… : To whom it may
concern: Always follow the
greeting with a colon ( : ) – DON’T use a comma ( , )
Skip a line
4. Summary of complaint
1-2 sentences that briefly describe the complaint – similar to a thesis statement
Skip a line
Part 5
5. Explanation ParagraphGive the details of the problem
Names, dates, locationsIt is your job to PROVE that the problem
happened
Skip a line
Part 6
6. Concluding paragraph Explain exactly what you want done to fix the
problem Gift certificates, refunded item, fire employee, etc.
Tell what items you’ve included with the letter Receipts, photos, Dr. bills, etc.
Tell how soon you expect to hear back from the company
End with a POLITE threat
Skip a space
Part 7 and 8
7. Sincerely…
Skip 4 spaces
Sign your name
Skip a line
8. Enclosed: list items that you included with your letter receipts, photos, Dr.
bills, etc.
Tips
Always type itBe politeBe direct and to the pointSend copies of documents, NOT the
originalsExplain exactly what you want doneDon’t use sarcasmKeep a copy of the letter for yourself
The End