[DATE, ex. Monday, March 31, 2008]

[NAME, COMPANY AND ADDRESS, ex.
Link Building
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. Link Building],

After limited use of your [PRODUCT(S), ex. A45 compressor], which we purchased on [DATE, ex. June 1, 1998] (a copy of the sales receipt is enclosed), I’m afraid that it has unexpectedly failed.  [STATE NATURE OF MALFUNCTION(S), ex. Although the compressor does begin to operate upon starting, it ceases operation within five minutes and emits mass amounts of smoke.]

I regret that we are unable to bear the delays involved in repairing or replacing the product{s}.  Since I know of your good reputation for customer satisfaction, however, I am confident you will process our return at your earliest convenience. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex.  I will immediately ship the compressor and documentation to you via express mail.]  [STATE HOW YOU WOULD LIKE CREDIT TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.]

As I am certain that this malfunction is not characteristic of the high quality of your products, I look forward to the possibility of doing business with you in the future.

Sincerely,

[YOUR NAME, ex. Jill Jones]