GUIDELINES

  1. Mention the actual issue and your expected resolution. Do not blame or threaten the reader especially if this is the first letter. If the issue is not resolved, you may state your planned course of action.
  2. Mention the problem and your disagreement.
  3. Support your point of view with appropriate evidence.
  4. Mention the solution that you would like to see. Also, state what measures you are ready to take to get the desired results.
  5. Thank the reader and express your confidence to reach an amicable solution.

SAMPLE LETTER

[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],

The statement of account that you sent me for the banquet you catered two nights ago is incorrect. The report lists 60 plates at $9 per person, and yet the total amount shows $550 which is $10 more than what we have agreed on. I need the actual bill for taxation purposes. I will send you the check as soon as I receive the correct statement. I will be waiting for it.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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