- Acknowledge the complaint made by the recipient.
- If you want to, you can state how you have worked to come up with a solution for the problem at hand.
- Explain what is the solution that you have come up with in order to resolve the problem.
- Encourage the individual to focus on the solution being made and not the problem at hand.
- End in a positive and genial tone.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I have received the letter you have sent regarding the complaint that you have made.
We are currently looking into the problems that you have stated and are taking steps to ensure that it does not happen again.
(Put in exactly what the solutions are)
As the manager of Hotel Casa, I wish to offer you my sincerest apologies for the events that transpired.
We thank you for your understanding and continuing patronage.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Answer to a complaint letter. Sample letter.
Further things to consider when writing complaint letters to whom it may concern
Complaint letters are letters written to a certain authority to address an unacceptable or unsatisfactory behavior or situation. They are used to address any offense, wrongdoing, grievance, or resentment arising out of products or services. Basically, complaint letters are used to raise concerns about unfair doings and seek a productive outcome. Some of the most common mistakes people complain about include defective or incomplete order, abnormal delays in sending consignments, mistakes in bills or reminders for payment, dispatching products of wrong quality, or even a neighbor's misconduct.
Complaint letters can be written by anyone for any reason. Provided you have a purpose and the facts to back up your complaint; then you can put together a complaint letter. State the actual complaint and put in all the necessary details such as the number of times the issue has occurred. Mention what actions you expect to be taken regarding your complaint (suggest solutions if necessary). If you are writing a complaint to a home owner about something that happened, explain clearly how the events transpired. Use a cordial and polite tone and ask for a response before closing your letter.
Letters to Whom It May Concern
Letters to whom it may concern are letters addressed to unknown recipients. The term "To whom it may concern" is, basically, a letter salutation that has been used over the years in business correspondence when a sender doesn't have a specific recipient or doesn't know the name of the recipient. This may happen many times during your job search. For instance, you may be sending a recommendation letter, cover letter or any other job application material to someone you don't know. It is also appropriate to address a letter to whom it may concern if you're making an inquiry but don't know who to address your letter to.
Although sending letters to whom it may concern has been a common practice, other options such as, "To hiring manager", "To customer service manager", etc., can be used at the start of a letter. Of course, you should make an effort to find the recipient's name. You can look it up on the recipient's company website, LinkedIn or other professional social sites, or contact the office and ask the assistant for advice. However, when this is not possible, you can still use "To whom it may concern".