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1. Sender's Address Block: Complete address and contact details of the complainant, aligned left
2. Date: Current date in appropriate format (DD/MM/YYYY in Malaysian format)
3. Recipient's Address Block: Complete name, title, and address of the person or organization receiving the complaint
4. Subject Line: Clear, specific reference line indicating the nature of the complaint
5. Salutation: Formal greeting to the recipient
6. Introduction Paragraph: Identifies the product/service and briefly states the nature of the complaint
7. Detail Paragraph: Specific details of the complaint including relevant dates, transaction numbers, and sequence of events
8. Impact Statement: Explanation of how the issue has affected you/your business
9. Resolution Request: Clear statement of the specific action or remedy you are seeking
10. Closing Paragraph: Professional closing with timeframe for expected response
11. Complimentary Close: Formal closing phrase
12. Signature Block: Full name, title (if applicable), and signature of the complainant
1. Reference Numbers: Include when there are relevant account, invoice, or transaction numbers
2. Previous Communication Reference: Add when there have been prior attempts to resolve the issue
3. Legal Rights Statement: Include when you need to reference specific consumer protection laws or rights
4. Carbon Copy (cc): Use when copying the letter to other relevant parties or authorities
5. Via Statement: Include when specifying delivery method (e.g., 'Via Registered Mail' or 'Via Email')
1. Supporting Documents: Copies of relevant receipts, warranties, or contracts
2. Photo Evidence: If applicable, photographs showing product defects or issues
3. Communication Log: Timeline of previous attempts to resolve the issue
4. Product Documentation: Relevant product manuals, warranties, or specifications that support the complaint
Retail
Manufacturing
Financial Services
Healthcare
Telecommunications
Hospitality
E-commerce
Professional Services
Construction
Education
Transportation
Real Estate
Food and Beverage
Technology
Customer Service
Legal
Compliance
Quality Assurance
Corporate Communications
Operations
Risk Management
Administrative Support
Consumer Relations
Regulatory Affairs
Dispute Resolution
Documentation
Client Services
Customer Service Manager
Quality Assurance Director
Compliance Officer
Legal Counsel
Consumer Relations Manager
Operations Manager
Business Owner
Department Head
Client Services Executive
Regulatory Affairs Manager
Customer Experience Manager
Administrative Manager
Corporate Communications Director
Risk Management Officer
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