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Information To Include in Your Letter Give the basics. Tell your story. Tell the company how you want to resolve the problem. Be reasonable. File your complaint. Your Address. Your City, State, Zip Code. [Your email address, if sending by email] Date.
Include copies of relevant documents, like receipts, work orders, and warranties. You also may want to send copies of emails and notes from conversations you've had with the seller about the problem. Keep your originals. Include your name and contact information.
Formal complaint about [name of service provider] say when this was [give the date or dates when the problem occurred]. My complaint is that [list what you think went wrong or wasn't done properly. Be as clear as you can. It can help to make it short and to the point].
To write a complaint letter, you can start with the sender's address followed by the date, the receiver's address, the subject, salutation, body of the letter, complimentary closing, signature and name in block letters. Body of the Letter explaining the reason for your letter and the complaint.
Enclosures. If you attach any supporting documents along with the complaint letter, then after the signature block, leave a few lines, type ?Enclosures:? and mention the list of documents you enclose, but it is optional.
Types of enclosures might include articles, images, resumes or other documents. For example, if you're writing a cover letter, you might add your resume as an enclosure. You don't have to mention an enclosure within the body of a letter.
A claim letter is a persuasive letter sent by a customer to a business or agency to identify a problem with a product or service and can also be referred to as a letter of complaint.
State what you feel should be done about the problem and how long you are willing to wait to get the problem resolved. Make sure that you are reasonable in requesting a specific action. Include copies of any documents regarding your problem, such as receipts, warranties, repair orders, contracts and so forth.