RE: Writing a letter to an unknown part

["Tim Lewis" <ltc -dot- writer -at- comcast -dot- net>]

Long ago, I took a college-level letter writing class where I learned how to
write effective complaint letters. The letter generally contains 3
paragraphs. 
Paragraph 1: Background information such as date of purchase and where.
Paragraph 2: Nature of the problem.
Paragraph 3: Your request.

Oh yes, the salutation is "Ladies and Gentlemen:" when you do not know who
you are writing to. I have used this format for years and have gotten
favorable responses from most that I have sent. Here is an example of one.

Ladies and Gentlemen:

I purchased your model XYX Product Name last year and gave it to my wife for
Christmas. We have used it only about times, it did a good job of cleaning.
[include proof of purchase.]

Unfortunately, when we went to use it yesterday, it would not run. I tried
it on different outlets and rocked the power switch several times. It acts
like it is not getting power. The store where I bought it will not take it
back because too much time has lapsed. [Explain in sufficient detail what
problems you are experiencing.] 

I am asking that you waive the shipping and handling fee and repair or
replace the XYX Product Name at your expense.

Sincerely,

Your name and contact information.

Tim Lewis
Lewis Technical Communications, Inc.
ltc -dot- writer -at- comcast -dot- net
www.lewiscomms.com

> > -----Original Message-----
> > From: techwr-l-bounces+lauren=writeco -dot- net -at- lists -dot- techwr-l -dot- com
> > [mailto:techwr-l-bounces+lauren=writeco -dot- net -at- lists -dot- techwr-l -dot- com
> > ] On Behalf Of Rob Hudson
> > Sent: Sunday, September 28, 2008 3:59 PM
> > To: techwr-l List
> > Subject: Writing a letter to an unknown part
> >
> > Hello Everyone,
> >
> > When you're writing a letter of complaint or inquiry, and you don't
> > know the name of the contact person, what is the preferred
> salutation?
> > Is it "to whom it may concern," "sir or madam," representative,' or
> > "<<job title>>"?
> >
> > Thanks,
> >
> > Rob

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