Keep all copies of your letter, fax or email, and all related documents.
Name of Contact Person
Consumer Complaint Division
City, State, Zip Code
Re: account number, or other identifying information
Dear Contact Person:
On [date], I [bought, leased, rented, or had repaired] a [name of the product, with serial or model number or service performed] at [location, date and other important details of the transaction].
Unfortunately, your product [or service] has not performed well [or the service was inadequate] because [state the problem]. I am disappointed because [explain the problem; for example, the product does not work properly, the service was not performed correctly, I was billed the wrong amount, something was not disclosed clearly or was misrepresented, etc].
To resolve the problem, I would appreciate your [state the specific action you want - money back, charge card credit, repair, exchange, etc.] Enclosed are copies [do not send originals] of my records [include receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents].
I look forward to your reply and a resolution to my problem, and will wait until [set a time limit] before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at [home and/or office numbers with the area code].
cc: [reference to whom you are sending a copy of this letter, if anyone]