English Letter of Complaint (Summary of the topic taught as on 01/06/2021)
Topics Covered:
Formal letter Writing.
Learning Objectives: Students will be able to identify the format of writing Formal Letter.
Format of Letter Writing:
Your Address:
Date:
Recipient's Name:
Title:
Address:
Salutation:
Subject:
Content:
- Introduction
- State the problem
Sign off
Name
Format
o Sender’s Address
The person you are writing to will be able to reply to you.
o The Date
This is written beneath the sender’s address and should be written in its format:
Example: 23 October 2017
o The Recipient’s Name, Title and Address
This comes below the sender’s address
o The Salutation
Use ‘Dear Sir/Madam’ if you do not know the name of the recipient. If you do know the
name, use the title ‘Mr, Mrs, Miss or Ms, Dr’ followed by the surname. When you write
to a woman you may use Ms, which is used for both married and single women.
Example: Dear Mr / Mrs / Miss / Ms / Dr. Jones
o The Subject
This is written to briefly state the purpose of your letter.
o The Content
When writing a complaint letter you should:
describe your problem and the outcome you want
include key dates, such as when you purchased the goods or services and when the
problem occurred
identify what action you’ve already taken to fix the problem and what you will do if you
and the seller cannot resolve the problem
ask for a response within a reasonable time
attach a copy of any supporting relevant documentation such as a receipt or invoice
The first paragraph should be short, stating the purpose of the letter. Begin with a
sentence that immediately draws the reader's attention to the matter.
Example :
I am writing to complain about the faulty installation of my air conditioner.
I wish to express my dissatisfaction with my stay at your hotel.
The middle paragraph of the letter should state the problem and should be presented in a
clear and organized manner.
The last paragraph should state what action you would expect the recipient to take, how
the company should resolve the matter, including specific actions and deadlines.
Example:
I would appreciate it if you could replace the missing part by next week.
Please let me know as soon as possible what action you propose to take.
I look forward to hearing from you within the next ten days.
o The Subscription or Sign off
If you do not know the name of the person, conclude with ‘Yours faithfully’
If you know the name of the person, conclude with ‘Yours sincerely’, Sender’s name
and designation (if any)
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