Example Letter #1
Since I am unable to get a helpful response from your Springfield office, I am turning to you as a last resort. I own a small parcel of land at the base of Mt. Baldy where dirt bike riders like to try their skill at climbing the steep slopes. The State has erected signs indicating that motorized vehicles are prohibited in this area because of the serious erosion they cause, but no one is enforcing the restriction.
When the bikers come off the mountain, they often ride across my property, causing deep ruts in the soil and destroying the vegetation. I have confronted them on several occasions, but my requests have been ignored. When I ask your office in Springfield to enforce the restriction, they say they will, but they do nothing. I am enclosing copies of the last two letters I sent, along with photographs of the damage the bikers have done.
I trust you will look into this matter and see that proper action is taken to uphold the law and preserve the beauty of the Mt. Baldy area. I will gladly do what I can to be of assistance.
Example Letter #2
I write you in the hope that you can persuade your Springfield office to honor all the terms of its contract with me. On numerous occasions I have tried to discuss the situation with the office manager, but he is unwilling to cooperate. In short, I cannot solve the problem myself, and I want to avoid hiring a lawyer unless it becomes absolutely necessary.
Enclosed are copies of the contract and documentation proving that the office has violated the contract on several occasions. Unfortunately, this regrettable performance reflects poorly on your entire corporation. I request your assistance in resolving this problem. If I can supply any other information, please call me at 555-5555.
Example Letter #3
I have written three letters to Doe Corporation and complained in person one other time, trying to get my CV joint replaced. They installed the joint less than two months ago, and it has already gone bad. I've enclosed copies of my letters, the purchase order, and the warranty. I feel a little prodding from the Better Business Bureau might help. I look forward to hearing from you.
Write Your Letter Step-by-Step
Explain your reason for writing the letter. Then give a full description of your complaint, including relevant dates, verbal exchanges, complete names, actions, transactions, invoice or file numbers, or previous correspondence.
Enclose copies of all letters, receipts and documents. Keep the originals. Close with an expression of confidence or expectation.