3877 Hwy. 150
Galena, IN 47119 [Your home address and date of the letter]
January 28, 2014
Julie Lee, Manager [Other possibilities: Owner; CEO; Customer Relations]
Morton’s The Steakhouse [The name of the business]
626 West Main Street [Address of business: street number and name]
Louisville, KY 40202 [Address of business: city, state, and zip]
Dear Ms. Lee: [Dear Madam (Sir) or Dear Manager; Do not write To Whom It May Concern]
On the evening of August 12, 2013, my wife and I met another couple at your restaurant for dinner. Our reservations were for 6:30 p.m. under the name of Peacock. Of our dining experience that Friday, I first want to say that we loved the ambiance of Morton’s. Everything we observed seemed a portent of a wonderful evening. Our friends were detained and arrived late, but that did not create any problem for our server, John, or for Tina, who described the cuts of steak and other offerings when we were finally ready for her. Our questions were answered and our orders taken in a timely and courteous manner.
When the food arrived, everything seemed perfect. The presentation of the food was artful, and my spinach salad was fresh and crisp. I encountered a problem, however, with the first bite of my single-cut filet, which was full of fat and gristle. I deposited that inedible portion into my napkin, expecting the second bite to be fine. It was not. Nor was the third. The middle of the filet was flavorful and tender. But as I continued eating, the meat again showed evidence of the fat and gristle I had encountered before. I finished my baked potato and salad, both excellent, and gave up on the filet. It was simply an inferior cut of meat. I said nothing about this to my companions, but I did inquire about their dinners. They all responded positively about the quality of their food. In every respect other than my steak, the food and service were exemplary.
I know that my experience must be unusual at your restaurant. When Tina was describing the single-cut filets that my wife and I ordered, she mentioned that they were the leanest cuts on the menu. I was looking forward to a fabulous steak but was disappointed. I’m not sure how this situation should be resolved, but I feel that some compensation for this unsatisfactory experience should be forthcoming. I’m enclosing a copy of our bill.
Thank you for your attention to this matter. I look forward to hearing from you.
Sincerely, [After comma, hit ENTER four times before typing name
[Your signature in this space]
Joseph W. Peacock
joepeacock@insightbb.com [Your name, e-mail address, and phone]
(812) 555-5555
STRATEGIES FOR WRITING A FULL BLOCK FORMAT LETTER OF COMPLAINT
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1. Start at the top of the page (unless that leaves only the closing on the second page).
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2. Every every new section and/or paragraph begins after one blank line.
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3. First section is the heading: your home address; city, state, zip; date (three lines).
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4. Second section is the inside address (the same thing that goes on the envelope). The inside address (and the outside address) must be at least four lines.
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5. Third section is the greeting or salutation (use a name if you have one with the title; otherwise, use a title such as Manager or Customer Service. Follow greeting with a colon).
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6. Fourth section—and most important, by far—is the body (can be a variable number of paragraphs; single-space the lines of each paragraph and separate paragraphs with one blank line). Include as many relevant details as you can remember. Never exaggerate or make anything up. Always be courteous, even if the situation created problems for you. Do not be shy about suggesting a reasonable solution (refund, in-house credit, replacement, etc.). If you can’t decide on what you want, offer to let the recipient of the letter suggest something. A final paragraph that transitions to the closing can be a single sentence. See sample letter.
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7. The last section is the closing; typical closings include the following: Yours truly, Very truly yours, Respectfully, Sincerely, Sincerely yours, and the like. Notice that the first word is always capitalized and that any following words are not, and that the last word is always followed by a comma.
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8. After typing the closing, hit Enter key four times and type your name. Write your signature in the blank space. Email address and phone number goes under your typed name.
9. This letter is to be mailed via US Postal Service, not email. Extra credit for
students who get a response. Make two copies, one for mailing and one for the
teacher/professor to grade.
NOTE:
A. In a letter of complaint, always be factual and courteous, never sarcastic or mean spirited.
B. I prefer that you NOT write a complaint to a restaurant. Choose something more serious than the idea that you might not have been treated very courteously. However, if you are not treated well when shopping, or if you have purchased goods that did not deliver on an implied promise, then you have a legitimate complaint.