How to Make a Customer Service Letter
A customer service letter is a type of document addresses queries or concerns of clients of a particular business or company as support. As Thoughtco, a leading site for online educational resources, puts it a letter talks about all kinds of personal or formal matters with who you send it to. And so, from healthcare to retail, writing a letter is sensible when having to communicate a point concerning customer service.
If you’re not familiar with how to write a customer service letter. No problem! Read through our tips below:
1. Size, Layout, Margin
If you need to create a letter for customer service, then it’s essential to set it up in a professional format. Once you’ve opened a new document in your preferred processing application, start by choosing a page size that’s appropriate for your region. Next, if it's not already, set it by default, pick the portrait option for the orientation layout. After that, ensure that the margins are all set to 1 inch in length.
2. Title, Date, Recipient
The first thing to write in your customer service letter is the title/main header. It should be relevant to the content, aligned to the center, and should have a large font size. Remember to input the current date of writing the letter, then align this to the left to maintain a formal/business format. After moving two spaces down, add the receiver’s name with their address, following just below.
3. Salutation, Introduction, Dialog
Are you ready to draft the main part of your document? To begin, write down a formal salutation; you can use “Dear Mr/Ms [FULL NAME],” as an appropriate go-to. Next, use the first line or paragraph to provide a brief mention of why you sent the letter. And now, you can proceed with writing the dialog that addresses your topic/concern about customer care service.
4. Closing, Valediction, Signature
Once you’re through with the customer service letter’s primary content, close it off with a final statement/remark--like a CTA (call-to-action) or a response request. And then, include a formal valediction; “Yours truly,” and “Regards,” are some good examples to use. Lastly, leave four empty lines before entering your full name, using those empty lines as space for your written signature or email signature.
After completing your customer service letter, it’s finally ready to be sent via email or envelope. Do you need easy-to-use customer service samples to write praise, recommendations, and more? Then consider downloading one of our Customer Service Letter Templates!
What is a letter?
A letter is a written document meant for discussing or sharing something with its intended recipient.
Why should I use a letter to write about customer service matters?
Topis/concerns about providing services to customers/clients should be taken with a level of gravity, so the professional simplicity of a letter is suitable when correspondence is needed in this regard.
What salutation should a letter have when not addressing a particular individual?
You can use “To whom it may concern,” or “Dear [JOB TITLE/POSITION],” in this case.
What page size should a customer service letter be?
Both A4 and US letter sizes are fine, depending on what’s commonly used within your region.
What are some examples of topics that a customer service letter can contain?