Letterhead or senders address. .
Date Name of person addressed Name of Company or Organization Address of Company or Organization City, State, Zip (or equivalent depending …on country) Dear Name, .
Your first paragraph should state why you are writing (what wasthe problem withâ¦?) .
The second paragraph should outline the facts of the problem.Avoid emotional language (no matter how upset you may be). Keep itsimple and to the point. If you ramble on with too muchinformation, it may be difficult for the recipient to understandthe problem. .
The third paragraph (known as the 'call to action' paragraph)will tell the company what you want them to do. Many people forgetto spell out what they want and wonder why their complaint seems tobe ignored. You also must provide your own contact information(mailing address, email address, phone number, etc.) to ensure thatthe company can follow up with you. Always end by thanking thecompany for their time and trouble. A positive end to a complaintletter is more likely to get a positive response. .
Sincerely , Yours Truly, or Best Regards, Signature Print or Type Your Name .
This simple, straightforward format notifies the company that aproblem exists, how the problem occurred or the effects of theproblem, and what they should do. No matter how angry or upset youare, don't threaten. You want to approach the company in a mannerthat will leave the door open for further communication should thatbe necessary. Always keep a copy of your letter. (MORE)