1. State the problem with clarity and do not blame or threaten in the first letter. If the problem is not getting resolved, follow up with consequent letters. In the further proceedings mention the course of action that you have planned. But make sure you have decided to take further action to resolve the problem.
  2. State the exact reason for disagreement.
  3. Provide necessary proof to support your point of view.
  4. Mention the expected result of your plan of action. Include the course of action that you plan to take up.
  5. End the letter by mentioning the advantages of agreement of a solution. Express your confidence in it.


[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],

When I received your letter today stating that we here at Brown's Bakery had broken a contract with you to cater your social function, I immediately knew what the problem was. You see, this is not the first time this has happened to us.

Brown's Bakery is listed in the phone book just above Brownie's Bakery. Brown's Bakery does not cater, but Brownie's Bakery. It is not uncommon when looking up their number or address, to use our information by mistake.

I have faxed your letter over to Adeline at Brownie's Bakery. I am sure she will be calling you shortly so that you two can work it out.

I would love to have you as a future customer, and I include a coupon for a free cup of our home brewed coffee.

I hope the matter is resolved to your satisfaction. Have a great day!


[Senders Name]
[Senders Title] -Optional-

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