Formal letter : Type - COMPLAINT LETTERS
Formal Letter Writing
Letters written to people other than your friends and relatives for official or business
purposes are classed as formal letters.
Generally, formal letters have one of the following purposes:
o to make a complaint
o to request for something
o to make an enquiry
The writing in formal letters should be…
o simple and clear
o relevant
o free of any grammatical or spelling errors
o polite, even if you’re complaining
o well presented and in the correct format
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 Subject
This is written to briefly state the purpose of your letter.
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 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.
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)
Sample 1
49, Galaxy Apartments
Laburnum Street
Calcutta-29
30 March 2018
To,
Head – Consumer Complaints
Hyper Electronics Ltd
No: 28. Princess Street,
Calcutta-36
Subject: Replacement of defective wooden cabinet
Dear Sir,
I hereby wish to bring to your notice that the wooden cabinet that I purchased
from your store on Garden Street, Calcutta on 28 March is defective. A packed
piece was delivered from your store to my residence yesterday.
However, on opening I discovered that the doors do not close and shut properly.
Moreover, the polish is also uneven. I have purchased many pieces of furniture
from your store in the past and have never faced such an issue.
I request you to kindly replace the defective cabinet at the earliest.
I am enclosing a copy of the purchase bill for your perusal and records.
Thanking you in anticipation of a quick and positive response.
Yours faithfully,
Tina Singh
Exercises
2. On 15 February 2019, your company ordered five boxes of letter heads from R.K Printers. You received the shipment within a week but the letter head carried another firm’s address. Write a letter to the manager, Mr Singh, asking for dispatch of the correct letter heads immediately.
You are Mr Rahul Patil of Primrose Estate Agency, Saki Vihar, Bandra, Mumbai,
400050.
3. Write a letter of complaint to the Feel Cool Air Conditioners Pvt. Ltd. for sending you an incorrect bill of repairs. The repairman gave a quote of Rs. 350. The bill says Rs. 1350. Request them for the correct bill.
4. You ordered two pairs of shoes from an online shopping site. However, it has been over a month and you have not received the order. Write a letter to the Director -Dispatch, of the online shopping site complaining about the delay. Give the details of the items ordered, date and the order number. Tell him you wish to cancel the
order and request for a refund.
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