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| Keep a copy of your letter for your records in case you receive questions about it from the recipient or need to refer to it in future correspondence. Let a complaint letter sit for a day or so before you send it. Once the intensity of your emotions has calmed, reread the letter to see if it represents the concerns of a rational person. |
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Before you stick your finished letter in the mail, it should pass a few final checks. Just as you would with any piece of writing, proofread the letter for spelling and punctuation mistakes. Check to make sure you've followed one of the three formats of a business letter, and ask yourself: Is the content of the letter concise? Are the ideas presented clearly and logically? Finally, just because the letter's complete doesn't mean the job's done. The first thing your recipient sees won't be the paper you've signed, but the envelope it arrives in. Make sure the envelope matches the quality paper you used for your letter. Standard size for most letters is 8 1/2 by 11 inches, although shorter correspondence can use 4 by 6 inch paper. In some countries, A4 (210 by 297 millimeters) is the standard paper, and A5 (148 by 210 millimeters) is used for shorter correspondence. Stick your letter in the mail with confidence--and sufficient postage. Now that you understand the proper format for business correspondence, there's nothing to stop your voice from being heard. -end-   All steps at once (printable version) |
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Edit and mail
