Learn to write a letter of complaint or support Get What You Want Learn to write a letter of complaint or support

USE BUSINESS LETTER FORMAT Things seldom change in business communications: Consistent Format Heading Date Inside Address Salutation Body Complimentary closing Signature Enclosures

Letter Format Set page margins at Font Spacing Indentions--none Top and Bott0m = 1 inch Left and right = 1.25 inches Font 12 point Times Roman or Ariel Single spaced Spacing Two lines between elements: heading, date, inside address, salutation Two lines below salutation, body of the letter Two lines between paragraphs Two lines between body, complimentary closing Four lines between closing, typed signature Indentions--none

Heading, Date, Inside Address Business information if writing from your job Your information if writing a personal letter to a business Your house number and street name above Your city, state, and zip code Email address if sending via email Skip a line; write the date Skip a line; begin inside address for recipient Recipient’s name, title if available Company name Building number and street name City, state, zip code

Salutation, Body Details, Closing Salutation if the reader is known Dear Mr. (or Ms.) Person Incharge: (end with colon) Attention: (direct the letter to proper department head/employee) Paragraph 1—Product Information Paragraph 2—Problem/action taken Paragraph 3—Cause of the problem Paragraph 4—Solution desired Closing Polite Type name four lines below closing Note any enclosures

Tips to Inform Detailed product (or service) information Product brand name, model number Where and when product/service acquired Problem description Be specific and descriptive When you first noticed it What may be problem’s cause Efforts you’ve made What you’ve done Outcome of that effort All contacts you’ve made Results received so far

Effective Complaining: Letters and Otherwise Concise: - understood quickly Authoritative - well written, professionally presented carries more credibility taken more seriously Factual - enables reader relevant details, dates, requirements, etc., to justify action to resolve the complaint. Constructive letters - positive statements, suggesting positive actions encourage action quicker decisions. Friendly letters - considerate, cooperative, complimentary tone prioritized because the reader responds positively to the writer Reader wants to help. Persuade using logic, ethics, and supportive emotions, avoid bullying or hysteria.