Objectives: Compose a complaint letter about a real or fictitious product or service that you were not happy with. o This letter should be “mail ready” when you turn it in to Mrs. Pott.
The complaint letter should include the following criteria: A. The name of a specific person if at all possible. The letter should be addressed to the appropriate people at the right level. Ask yourself: Are you contacting the store that sold the item or the manufacturer of the item? B. The product should be clearly identified with a model number (serial # if possible) and the price. C. The date and place of purchase should be clearly stated and documented with a copy of the receipt. D. A clear and concise account of the problem should be given, just the facts, no editorializing. E. Your request for resolution of the problem should be reasonable and set for a reasonable amount of time. F. Clearly state your plan of action if you do not hear from the person to whom you are writing by the date you specify. Don’t make threats, make promises. G. Include your name, address and phone number or email address so you can be easily contacted by the company. *Use the format on the back of this page to complete your complaint letter. *When you are finished, save your letter to your H:/ drive and print it out. Be sure to sign your name in ink above your typed name at the bottom of the letter. *Proofread for formatting, spelling and grammar. You will want to appear educated and professional if you want a positive response in your favor.
Current Date using this format: September 18, 2006
Enter 4 X’s
Consumer’s street address Consumer’s city, state & ZIP
Enter 4 X’s
Business/manufacturer Name Business/manufacturer street address Business/manufacturer city, state & ZIP
Enter 2 X’s
Dear (whoever you are writing to):
Enter 2 X’s
Paragraph 1 – Purchase facts. Describe the purchase you made and give relevant background information pertaining to your purchase. The name of the product, serial number etc. would all be relevant. Include the date & place of purchase. (location, date and other important details
of the transaction) Enter 2 X’s
Paragraph 2 – Problem details. State the problem and give the history if applicable. (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.).
Enter 2 X’s
Paragraph 3 – Remedy sought. Ask for as specific action. Be sure to mention in this paragraph if you are including any receipts or other documentation regarding your purchase. (include receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents).
Enter 2 X’s
Paragraph 4 – Closure. Thank the business for their time reading your letter and mention that you hope to talk with them again soon.
Enter 2 X’s
Sincerely,
Enter 4 X’s
Your name (Be sure that you sign your name in blue or black ink above your name.)
Enter 2 X’s
Enc. (you would put the letters “Enc.” If you are enclosing information pertinent to the complaint letter.