Letter Heading / Company logoAddress Details
Email AddressReference Number:
Dear xxxx, Re:First Paragraph
Second and Subsequent Paragraphs
Yours sincerely, John Brown
| First Sample Paragraph
I was mostconcerned to receive your letter dated _____________ regarding__________
Main Body Sample Paragraph
Respond to each issue raised in this part of your letter...Apologise when appropriate...
Showempathy - I appreciate how frustrating…Emphasise what you have done or can do...The company aims to consistently deliver a professional service to our customers and I would like to state that on thisoccasion the level of service you received was unacceptable.Closing Sample Paragraphs
Create the correct lasting impression – the last thing you say, will be the first thing the customer remembersThank you for bringing this matter to my attention and that you will have no further cause for any complaint in relation to our service.I apologise for the annoyance that this may have caused to you.The company is actively working to improve service levels and your feedback has proved to be invaluable.
Sample Layout | Sample Paragraph Content |
complaints letter templatename and address (eg., for the customer services department, or CEO)
Dear Sir or Madam (or name)
heading with relevant reference numbers
(Optional, especially if writing to a named person) askfor the person's help, eg "I'd really appreciate your help with this."
State facts of situation, including dates, names, reference numbers, but keep this very concise and brief (append details,history, photocopies if applicable, for example if the situation is very complex and has a long history).
State your suggested solution. If the situation and solution is complex, state also that you'll...