I am dissatisfied with your service or product because describe problem. I have already attempted to resolve this problem by describe attempts and actions taken. I have enclosed copies of my records. Include copies of receipts, canceled checks, contracts, and other relevant documents Signature Block – Your name and position are on this part.
Important Parts of Business Letter
Reference Initial – Any of the writer, dictator, or encoder of the letter should be mentioned using an acronym, initial or code.Courtesy Copies – These are the secondary recipients of Official Business Letter. Enclosure Notation – This reminds the recipient about the attachment/s to the letter.
PostScript (PS Notation) – Important details are stressed here, calling the recipient’s attention. This is usually found on a sales or marketing letter.
Basic Facts of Business Letter
Through Line – “This part appears in the letter if the sender is a subordinate who writes to a person higher in position than his immediate superior. It is a protocol that communications should pass through channels.”
Notes on Salutation: Syntax Training founder Lynn Gaertner-Johnston shares the following tips when greeting your letter’s recipient:
Basic Needs of Business Letter
Use the title Ms. if you are Business letter Format unsure of what the person prefers between Mrs. and Ms.Use two names in the salutation when there are two recipients, like this: Dear Mr. Lodge and Ms. Cooper: or Dear Maine and Thomas: Business letter Format Titles Mr., Ms., Mrs., and Dr. do not have to be spelled out. But do spell out titles like these: “Professor, Dean, Sister, Rabbi, Imam, Senator, Governor, Captain, Admiral, Judge”
If unsure of a person’s gender, you may use the full name rather than a title:
Dear Lea Swift: / Dear Ed Green:
Examples of Business Letter
Avoid “To whom it may concern.” Instead, choose the job title or a generic greeting:
If you are writing to a company rather than any specific individual, use the company name: Dear Text Printing:
As for the format of a business letter, the University of Wisconsin – Madison identifies two basic formats for a letter:
The Block Form – All the parts are indented to the left
The Indented Form – The return address, date, closing, and signature of the author are indented to the right and the rest to the left
Below are samples of business letters.
Complaint Letter / Personal, no letterhead needed: From Georgia’s Office of Consumer Protection
Drafting of Business Letter
Your city, state, zip code
Name of contact person (if available)
Title (if available)
Consumer Complaint Division (if there is no contact person)
City, state, zip code
Account number or other reference to your complaint
Dear Contact Person:
This letter is to notify you or follow up on our conversation of date about a problem I am having with the name of product or service that I bought, leased, rented or had repaired at your name of location location on date.
Unfortunately, the problem remains unresolved. I am hereby requesting that you: List specific actions you want (such as: refund, exchange or repair the item)
Please contact me within number of days days to confirm that you will honor my request. I have prepared a complaint for submission to the proper agencies for investigation. I will not file the complaint if you resolve the problem within this time period I have indicated.
Thank you for your anticipated assistance in resolving my problem. Please contact me at telephone number and/or e-mail address if you have any questions.