1234, West 67 Street,
Carlisle, MA 01741,
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear Jimy ortan,
First of all, we would like to thank you for getting in touch with us. We have received your complaint regarding the attitude of one of our client representatives. We are sorry that your experience has not been pleasant. However, we need more information from you before we can proceed with our disciplinary process. May I call you tomorrow at 9 in the morning to get more details of what transpired during your conversation with the representative? Thank you very much for your help.