business letter

New Technology Electronics

111 Main Street

New York , NY 10011 (123 )456-7890

November 14 , 2007

Customer Service

Washington Harvard House Hotel

1221 22nd Street , NW

Washington , DC 20037

To Whom It May Concern

While in town to attend the IEEE conference last month , October 9 - 10 2007 , I had the opportunity to stay at your hotel . The facilities were beautiful and the roast beef served at the Tuesday night buffet was quite delicious . Service was beyond reproach . However , when I received my credit statement (a copy of

which is enclosed ) and reviewed the charges from your hotel , I noticed a problem with the amount charged for breakfast on October 10th

My administrative assistant made the reservation for this stay approximately two months before the conference for myself and two other colleagues . At that time , she was assured that since New Technology Electronics has a corporate rate negotiated with your hotel , the nightly rate would include a full , hot breakfast in your Atrium Restaurant Before I left the hotel on Wednesday morning , the three of us went down to the Atrium and ed pancakes from the menu as there was no buffet set up . Imagine my surprise at opening my credit card statement and seeing a charge of 81 for three champagne buffet breakfasts that we did not enjoy ! Since this amount is not covered by our employee expense account , I will have to personally pay it if not removed

I am aware that our company has a negotiated rate with your hotel which includes a daily hot breakfast . I believe the 81 charge is erroneous and would like you to reverse the charge immediately . While I have never before had a matter for complaint with your hotel , should we be unable to come to a satisfactory resolution in this matter I will be compelled to contact our travel department and advise that a different hotel chain be utilized in the future

If you need any further information , contact me at the phone number above . Thank you for your prompt attention to this matter

Sincerely

Sally Smith

Regional Manager

Flap Jacks Restaurant

110 Main Street

New York , NY 10012 (123 )456-7881

November 14 , 2007

Mrs . Maria Townsend

99 Cooper Avenue

New York , NY 10012

Dear Mrs . Townsend

Thank you for sending your letter dated November 10 , 2007 regarding your experience at Flap Jacks Restaurant . I very much appreciate the fact that you took a moment to share your experience with me . Only by hearing from our customers can we strive to make our restaurant and its service standards better

Regarding your comments about the server who used profanity within earshot of you and your daughter , I have spoken with the individual involved and given her a verbal reprimand which will result in further action should this matter be raised again . At Flap Jacks , we do not tolerate such language , and particularly not in front of our customers

As a token of my appreciation for your continued patronage , I am enclosing...