How to Write a Complaint Letter

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Although a clearly identified reader is not absolutely necessary, a complaint letter should be addressed to the person who is most likely and able to resolve an unsatisfactory situation.

In a very small business the owner is generally the contact person. In a mid-size company a vice president or upper level management person solves problems. In either case place that person's name in the inside heading and the salutation of your complaint letter. Include it also on the top line of your envelope.

Large companies often have a Customer Service department to whose attention a complaint can be addressed. In these cases, the inside heading should contain just the name and address of the company. The salutation will then be replaced by a simple attention getting device such as that shown in the sample complaint letter.