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 use
 Used to get something for you troubles
 Standard business letter format

Part 1 and 2
1. Your Name
Your Address
Your 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 ( , )
4. Summary of
complaint
 1-2 sentences that
briefly describe the
complaint – similar to
a thesis statement


Skip a line
Skip a line
Part 5
5. Explanation Paragraph
 Give the details of the problem

Names, dates, locations

It 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
8. Enclosed: list items
that you included
with your letter

Sign your name

Skip a line
receipts, photos, Dr.
bills, etc.
Tips
Always type it
 Be polite
 Be direct and to the point
 Send copies of documents, NOT the
originals
 Explain exactly what you want done
 Don’t use sarcasm
 Keep a copy of the letter for yourself

The End