WRITING A FORMAL LETTER: A LETTER OF COMPLAINT

WRITING A FORMAL LETTER:

A LETTER OF COMPLAINT

ENGLISH ʕ·ᴥ·ʔ​ 30 SEPTEMBER 2021

​​What is the letter of complaint?

A complaint letter is a type of letter that raises a concern about unfair things and seek a productive outcome . It is written to address any type of wrong doing, dissatisfaction or grievance arising out of a product or service provided.

Format of Receiver's Address

​After your address and the line, we proceed to the receiver's address

ʕ·ᴥ·ʔ Name of the person

(if you know who that person is)

ʕ·ᴥ·ʔ Position of the individual

ʕ·ᴥ·ʔ The organization name

ʕ·ᴥ·ʔ The address of the organization

​

Add in the date on the right-hand side of your letter (capitalize the month)

​Salutation/Greeting

​After the reciever's address skip a line and write the greeting.

​

Address the person as 'Mr ... ,' or 'Mrs ... ,' and if the person's name is unknown you may write 'Sir/Madam,'

The First Paragraph

In this paragraph be sure to state the disssatisfaction you have or had with either a service or product.

​You can start with 'I am writing on behalf of ....' if you are the representative of your organization or community.

​Another way to start is 'It is with great dissatisfaction...'​

​

The Second Paragraph

Give a detailed description of the product or service.

​

State what the problem was with the product or service and briefly state any inconvenience you suffered.

​

Do not deviate from the main topic.

The Third Paragraph

​​The third paragraph should include the conclusion part, where you state the suggestions for your problem.

​

State briefly how you want the situation to be handled and you may ask for it to be solved in a specific period of time.

Closure/ Complementary Close

Close your letter by thanking the person for giving time to the letter.​

​

End it with the sign off of 'Yours truly,' or 'Yours faithfully,' along with your signature.

​

A GENTLE REMINDER TO ALL

Check the grammar and spelling mistakes if any.

​

• Write the letter in a polite manner. Though you have a complaint regarding something and you are frustrated, but if you write the letter politely then it gives a good impression to the concerned person and chances of getting a resolution are also good.

​LET'S TAKE A LOOK AT THE THIS LETTER OF COMPLAINT

​ʕ·ᴥ·ʔ Make sure you read through the letter of complaint properly.

​

​ʕ·ᴥ·ʔ Take note of the highlighted points on the right too.

​LET'S TAKE A CLOSER LOOK OF THIS LETTER OF COMPLAINT

​

​LET'S TAKE A LOOK AT THE FORMAT OF THIS LETTER OF COMPLAINT

​

​LET'S TAKE A LOOK AT THE FORMAT OF THIS LETTER OF COMPLAINT

​

LET'S ANSWER A FEW QUESTIONS ABOUT WRITING A LETTER OF COMPLAINT​

​

Multiple Choice

What type of letter is the complaint letter?

• Formal Letter

• Informal Letter

Multiple Choice

What is the salutation of a complaint letter?

• Dear Mr. Sarawi,

• Linkedin.com

• Sincerely yours,

• Thank you

Multiple Choice

In the introduction of a formal letter you must

• give your name and address

• state the reason for writing the letter

• ask the reader to keep in touch

Multiple Choice

Which is a common phrase to start a complaint letter?

• We are interested in having a....

• Thank you for your letter. In answer to...

• I'm writing to you to express my dissatisfaction with...

• I'm pleased to inform you...

Multiple Select

You may finish a formal letter with...

• Best wishes

• Yours faithfully

• Yours sincerely

• Yours

Multiple Choice

What is a synonym of the words look forward?

• ignore

• expect

• want

• dismiss

Multiple Choice

A formal way of saying 'if you don't fix this problem quickly', is

• but this has not been the case

• Unless this issue is resolved promptly

• I wish to draw your attention to

• As a consequence of this

​GREAT JOB FOR DOING THE LESSON SO FAR!

NOW, LET'S TRY the GRAMMAR PART

Multiple Choice

Dear Sir / Madam,

________ (1) on hotel accommodation.

• A. Complain

• B. Complaint

• C. Complained

• D. Complaining

Multiple Choice

With reference to the above, I wish to complain about the hotel accommodation at Merthon, Ipoh, Perak ________ (2) I booked through your office at Penang on 14th May.

• A. who

• B. when

• C. which

• D. whose

Multiple Choice

I regret to inform you that the information

_______ (3) by your sales representatives, Mr. Tony was completely misleading.

• A. give

• B. gives

• C. given

• D. giving

Multiple Choice

I _____ (4) him during the booking that the hotel should be in a quiet location and close to a beach.

• A. tell

• B. told

• C. telling

• D. have told

Multiple Choice

When I raised this point with Mr. Tony, he told me that the hotel was situated in private gardens and was very close _____ (6) the beach.

• A. to

• B. at

• C. near

• D. along

Multiple Choice

_____ (7) , on arrival, I was extremely disappointed to find that the hotel was next to a busy road and the beach was nearly three kilometres away.

• A. Hence

• B. However

• C. Therefore

• D. Consequently

Multiple Choice

You can imagine ______ (9) feelings to find that the room was small with only one double bed and an extra bed.

• A. me

• B. my

• C. mine

• D. your

Multiple Choice

We were unable to sleep well due to ______ (10) constant noise from the road and the uncomfortable beds.

• A. a

• B. an

• C. the

• D. some

Multiple Choice

In fact, we were eventually ______ (11) to find alternative accommodation elsewhere after two days.

• A. force

• B. forced

• C. forcing

• D. was forced

Multiple Choice

It ______ (12) me extra expenditure.

• A. cost

• B. costs

• C. costing

• D. had cost

Multiple Choice

It was your staff who ______ (13) the error in booking.

• A. make

• B. makes

• C. made

• D. making

Multiple Choice

I think it would be appropriate for your company to

______ (14) for the cost of the hotel accommodation.

• A. compensate

• B. compensated

• C. compensating

• D. was compensate

Multiple Choice

And not to forget the inconvenience we ______ (15) to experience.

• A. was

• B. has

• C. had

• D. have

Open Ended

That's all for today! 

ʕっ• ᴥ • ʔっ Please write down your name before you go.