Copy a Letter
Example Letter #1
I think you should be aware of the language that one of your employees is using in the children's shoe department. His identification tag shows the name John. I was shocked to hear him repeatedly refer to some children with words such as "bastards" or "dwarfs." I couldn't believe my ears. He seemed to think it was funny. I don't know how many people he has offended, but I found it so offensive that I don't want to go into that part of the store again.
I personally feel he has no place interacting with the public when he lacks the most basic sense of propriety and kindness. Whatever action you decide to take, my daughter and I are certainly willing to act as witnesses.
Example Letter #2
For several weeks I have experienced such rude treatment from one of your tellers that I refuse to tolerate it any longer. Each time I try to make a transaction through Ms. Doe, she acts as though I were an annoyance. In one instance, she said she has "no patience in dealing with such petty transactions."
I trust that you will speak to her about polite customer service. If she continues to have this attitude, I will move my accounts to another bank. Customers are not an annoyance; we are the ones who pay her salary.
Example Letter #3
This afternoon I phoned your business for help. A woman identifying herself as Jane Doe answered the phone and proceeded to talk in a most rude and vulgar manner. The words she used are commonly referred to by their first letter by people with manners. I doubt that she is typical of your employees; however, I think that someone should talk to her soon before your business suffers. All of us need to learn something new occasionally. I guess it is her turn.
Write this letter in a calm, controlled tone. Expressing too much emotion will weaken your position. Avoid insulting the employee, but accurately describe what he or she did or said that merits a complaint. Since your letter focuses on a single individual, avoid making generalizations about the company or organization.
1 Identify the employee in question, and state all the relevant facts concerning the case.
2 Include any suggestions you may have about rectifying the situation.
3 Assure the reader of your willingness to cooperate if any action needs to be taken against the employee, and express your confidence that the reader will handle the situation appropriately.