How to Write a Business Letter of Complaint
When a dispute arises with a business and you've called customer service to no avail, the next step in resolving the dispute is to write a letter of complaint. The Georgia Office of Consumer Protection recommends that you send the letter through certified mail and request a return receipt to know that the letter was received.
Type your name and address in the upper left-hand corner of the business letter of complaint. Skip a line and add the date.
Skip a line and type the name of the contact person at the business, if you have it. Follow the name with the person's title on the next line. If you don't have a name, address the letter to the company's Consumer Complaint Department. Type the company's address below the contact name.
Type "Re:" followed by your account number or some other means of identification so the receiver has a reference point from which to start. Follow this with a salutation. Use Dear sir/ma'am if you don't have a contact name.
Introduce yourself in the opening paragraph and explain the purpose of your letter. Name the product or service with which you are having issues. Include a date of purchase or when the problem arose and the location of the purchase, if applicable.
Detail the problem in the second paragraph. For example, describe how you recently bought a widget and it quit working the second time you tried to use it. Explain the issues in frank, but restrained terms. Avoid inflammatory wording.
Explain how you want the problem resolved in the third paragraph. Suggest ways the company can appease you, such as replacing the product or refunding your money.
Complete the letter of complaint with a paragraph setting a time limit for the company to respond before you seek a solution through a consumer watchdog agency such as the Better Business Bureau.
Sign the letter by typing your name and allowing space to write it, as well.
Enclose copies of any relevant receipts or documentation.