How do you write a complaint letter to a residential builder?

Answer 1

LETTERHEAD

or Return Address

of Sender

Date

Name of person addressed

Name of Company

Address of Company

City, State, Zip (or equivalent depending on country)

Dear Name,

First paragraph: a sentence or two, stating why you are writing. Limit to the specific complaint only.

Second paragraph: give the facts and information supporting the complaint. This can actually be more than one paragraph or if several facts are necessary, use bullets. Don't use emotional language or go off the target of your request, never threaten.

Third paragraph: tell the addressee what you want them to do or what you want to happen. State any dates that may be deadlines and the reasons for the deadline. Be clear without emotional language or going off the target. Give your email address and/or phone number at the end to be sure it's easy for the addressee to find it. Always end a business letter by thanking the recipient for their time and effort.

Use Sincerely or Thank You,

Signature

Print or Type Your Name

It is important to keep the letter professional no matter how angry you may be. Keep copies of all communications regarding the complaint including printing any emails or text messages. If the complaint is not resolved satisfactorily, your documentation will be essential for resolving it officially and you want all records to be factual and businesslike.

If you are angry or frustrated, vent your emotions to your spouse, friends, coworkers, the cashier at the mini-mart, but not in writing.