Responding To Unjustified Complaint: Unfairly Treated
[DATE, ex. Wednesday, June 11, 1998]
[NAME, COMPANY AND ADDRESS, ex.
1234 First Street
Anycity, Anystate 85245]
Dear [NAME, ex. John Smith],
I am deeply distressed that you are unpleased with the manner in which [STATE NATURE OF COMPLAINT, ex. our collections department handled your account]. I want you to know that I also feel this matter has been poorly handled. You have been inconvenienced and frustrated by a representative of our company, and that should not have happened.
[NAME, ex. Mr. Smith], please allow me to handle this matter for you. [STATE WHAT YOU WILL DO, ex. I will cancel all late fees charged to your account at once and release your new order immediately after your payment is processed.] In the meantime, [NAME, ex. Mr. Smith], feel free to contact me at XXX-XXXX if there are any other issues you wish me to address.
[YOUR NAME, ex. Jill Jones]