LetterAgent
Mail physical letters by just asking your AI assistant.
Address feedback and complaints to the manager of the specific location you visited, and write to the owner only for matters about the whole business. Include the visit date, time, and receipt details so staff can find your table's record, since a letter without them often cannot be matched to any visit at all.
For a single independent restaurant, the general manager handles day-to-day service and food complaints, while the owner handles matters like pricing policy, the concept, or a serious incident. Writing to the owner about cold soup skips the person who can fix it fastest. For a chain, the location manager handles your visit, and the head office or franchisor handles repeated problems across locations or questions about company policy. A letter addressed to "Restaurant Manager" at the location's street address reaches the right desk even when you do not know the manager's name. If the restaurant is part of a franchise, note that the head office often forwards individual-visit complaints back to the location anyway, so starting at the location saves a round trip.
| Your subject | Write to | Key details |
|---|---|---|
| Bad meal or service on one visit | Location manager | Date, time, receipt number, dishes ordered |
| Praise for staff | Location manager | Date, staff names or descriptions, what they did |
| Allergy or food safety incident | Location manager, copy to owner | What you ate, symptoms, when they started, medical care sought |
| Policy, pricing, or concept feedback | Owner or head office | Which policy, how it affected you, your suggestion |
| Private event or large booking | Events manager or owner | Date, party size, budget range, occasion |
Receipts are the single most useful attachment. A receipt number, date, time, and total lets the manager pull the exact check and see who served your table, what was ordered, and whether a discount was already applied. Without it, the manager is working from memory across dozens of tables. Describe what happened in order: what you ordered, what arrived, what you said to staff at the time, and what they did. That sequence matters because a complaint raised at the table and a complaint raised only later are handled differently. State what you want: a refund, a replacement meal, or simply an apology and a fix. Letters that ask for nothing specific often get a generic apology and nothing else. Keep the letter to one page when you can; managers read mail between services and a short letter gets read the same day.
Food safety letters need more precision than ordinary complaints, and they should go out promptly. List everything you ate and drank, the time of the meal, when symptoms began, and any medical care you sought. If others in your party ate the same dishes and felt fine, say so: that detail helps the manager judge whether the problem was one dish or something wider. Keep the receipt and any packaging, and do not throw away leftovers until the restaurant or a health authority asks about them. In both the United States and Canada, serious food safety concerns can also be reported to the local health department, which inspects kitchens and tracks patterns across reports. A calm, detailed letter to the restaurant plus a health department report, when warranted, carries far more weight than an angry letter alone.
Praise letters are rarer than complaints, and managers notice them. Name the staff member when you can, or describe them well enough to identify: "the server with the red apron on the patio on Saturday lunch" works when a name escapes you. Say what they did, not just that they were great, since managers pass specific praise into reviews and training. Suggestions work best when they include a reason: "a gluten-free bread option would keep our whole group coming" gives the owner a business case, not just a wish. For private events, include your date, party size, and occasion in the first paragraph, and ask about menus, deposits, and cancellation terms in the same letter so you do not trade three letters to learn the basics. With LetterAgent, you describe the letter to your AI assistant, approve the exact quoted price, and it is printed on 8.5 by 11 inch paper, single-sided, and mailed in a double-window envelope.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
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