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Complaint letter. This writer is attempting compensated for financing charges billed to his account after he returned an unsatisfactory product. Heading. The heading portion of a business letter includes the writer's address and date. For traditional business letters like this one, you don't normally include your name in the heading. Inside address. The inside address provides the full name, title, and address of the recipient of the letter. If you do not have a specific name, you can department name or a position title—as is done in this letter. Salutation. In this portion of the letter, use the same name as you used in the inside address. Be sure and punctuate the salutation with a colon, not a comma (which is for informal, friendly, nonbusiness letters). Introduction. The introduction to any business letter should be brief—four or five lines at the most. In this complaint letter, the writer does not state the compensation he will request later on—but you can tell from the dry and rather abrupt tone that the writer is not happy about something. Background. This paragraph provides the first part of the narrative of the problem. It essentially tells a story—with specific details and dates. However, notice that this narrative stays strictly factual and does not include the request for compensation or any scolding of the recipient. Request and justification. This third paragraph contains the request for compensation, which is preceded by some justification for that compensation. The writer also uses this paragraph to blow off some steam, vent some anger, and scold the recipient. Do you think the writer is a bit too harsh? Note that the writer does not include any specific amounts as to shipping and finance charges—details like these should be included. Closing. The writer moves to a conciliatory tone here in this final paragraph. He mentions past satisfaction with the company's product and expresses hope that he can remain a customer. Obviously, this is a positive way of issuing a threat: "If you don't grant my compensation, I'll never do business with you again!" But threats, however justified, just don't work. Enclosures. To document his request, this writer, includes copies of the original sales receipt and of his credit-card statement.
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