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

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

3. 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

4. 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
address if sending via
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

5. 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

6. 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

7. 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.