WRITING A FORMAL LETTER: A 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.

​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

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

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

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

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...'​

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Give a detailed description of the product or service.

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

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Do not deviate from the main topic.

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

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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.

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

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

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Check the grammar and spelling mistakes if any.

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• 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.

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

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

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NOW, LET'S TRY the GRAMMAR PART