Layout of the letter

 Sender’s Address
 Date
 Inside Address
 Subject Line
 Salutation
 Body of the letter
 Closing
 Enclosures
Subject line

Complaint about

 Product name
 Model
 Name of outlet/shop purchased from
 Date on which product was bought
Body of the letter

Block style letter

Single space within paragraph

Double space between paragraphs

What to include in a complaint letter
 Describe your problem and the outcome you want
 Includekey dates, such as when you purchased the goods or services
and when the problem occurred
 Identifywhat action you’ve already taken to fix the problem and what
you will do if you and the seller cannot resolve the problem
 Ask for a response within a reasonable time
 Attach a copy of any supporting relevant documentation such as a
receipt or invoice.
Information You May Include
 Store name and location
 Your account number
 Relevant dates, such as when you bought goods or services and when the problem
began
 Names of sellers, customer service representatives, or managers with whom
you’ve addressed the issue previously
 Serial and model numbers
 Copies of receipts, invoices, and warranties
 Copies of previous correspondence, such as emails, chat logs, or letters
 Your contact information
Complimentary close

Salutation (Dear Sir/ Madam)--------- Closing

(Your faithfully)

Salutation (Dear Mr James)--------- Closing

(Your sincerely)
Signatures

Handwritten signatures
Your full name
Job title (if any)
Contact information
Enclosures

Attached documents
Should be mentioned within the body of the
letter as well.
Rules to follow

It should be
 Constructive
 Friendly
 Respectful
 Concise
 Authoritative
 Sample complaint letter
 Your Address
Your City, State, ZIP Code
(Your email address, if sending via email)
 Date
 Name of Contact Person (if available)
Title (if available)
Company Name
Consumer Complaint Division (if you have no specific contact)
Street Address
City, State, ZIP Code
 Dear Contact Person or Organization Name):
 Re: (account number, if applicable)
 On (date), I (bought, leased, rented, or had repaired) a (name of the product, with serial or model number, or service performed) at (location and other
important details of the transaction).
 Unfortunately, your (product or service) has not performed well (or the service was inadequate)because (state the problem). I am disappointed because (explain the
problem: for example, the product does not work properly; the service was not performed correctly; I was billed the wrong amount; something was not
disclosed clearly or was misrepresented; etc.).
 To resolve the problem, I would appreciate your (state the specific action you want: money refunded, charge card credit, repair, exchange, etc.). Enclosed are copies
(do not send originals) of my records (include receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents).
 I look forward to your reply and a resolution to my problem and will wait until (set a time limit) before seeking help from a consumer protection agency or the Better
Business Bureau. Please contact me at the above address or by phone at (home and/or office numbers with area code).
 Sincerely,
 Your name
 Enclosure(s)