1. The intention of most organizations is to clear the issues of the customers. They would want to resolve the customers' complaints. Avoid acquisitions or aggressive tone. If earlier letters to the executives have not resolved the issue, send a note to the CEO or President. Use a strict but gentle tone.
  2. Mention all the necessary details of the current case.
  3. Attach photocopies of relevant documents to confirm your claim. Keep the original copies of receipts, notices, invoices or canceled checks.
  4. Mention your proposal to resolve the issue.
  5. Express your confidence in the reader's ability to handle the issue. End on a positive note.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

My August statement arrived in today's post. There is an apparent difference between the amount that I believe should be on there and the amount that you suggest. If you look on my Evans charge account (# 22112-44521) you will see two entries for August 2. The first entry relates to the purchase of your clothing range of $55. The second entry of $110 was not made by myself. If you check through you till transactions, I am sure you will locate the problem. If there has been fraudulent activity on my card, please advise, and I will do everything I can to assist in your investigation. I have always been more than satisfied with my Evans charge account and as such I am sure that you will be able to rectify this problem extremely quickly.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -