Letters / 205For a Letter of Complaint- the order, identification, serial, catalog, or part number of the consumer item
- the name of the consumer item
- the date of purchase or of the agreement, contract, lease, or other business
dealing - a specific explanation of the problem
- the name and/or title of any company representative with whom you have
previously talked regarding the problem - a reference to any guarantee or warranty agreement
- an explanation of what you want done to correct the problem
- photocopies of any information that may aid the resolution of your complaint
- an attitude of courtesy and tact, regardless of your frustration or anger
For a Letter to Accompany a Resume- an inside address and a salutation naming the specific person who makes
personnel decisions - a polite reference to the company, its product line, its reputation, or, if you
have met, a polite reference to the person addressed - a reference to the accompanying resume
- emphasis on your areas of greatest strength as a potential employee
- an expression of willingness to learn new skills, travel, relocate, work irregular
hours, begin with a part-time position, and so on
STEP 3: Writing—Developing the Ideas into a Letter
With the preliminary work completed, developing the body of the letter should go
quickly. As you write, remember a few guidelines:
- Get to the point immediately.
- Provide any necessary details to clarify your point for the reader.
- Be concise.
- End with a courteous sentence.
STEP 4: Revising—Checking the Content
Check the content of your letter for accuracy. Ask yourself the following questions as
a guide for possible revision:
- Does the first sentence state the purpose of the letter?
- Are adequate details included in order that the addressee can understand my
point and, if necessary, respond? - Have I avoided excess verbiage and complicated sentences?