Compositions for Intermediate Students - How to do /to write a Complaint, protest, grievance letter.

Letters of complaint, protest, grievance, accusation,

Most people will need to complain about unsatisfactory goods or bad service at some point in their lives. If you are writing a letter of complaint, there are some dos and don’ts that can help you get the right outcome.

 

Do

• gather all your facts before you start writing the letter, e.g. where and when goods were bought, any customer reference numbers or invoice numbers, or a record of any previous communication with the company concerned.
• get straight to the point and set out exactly what the problem is.
• give all the relevant information in a clear and logical sequence.
• state what action you want the company to take and when you expect them to have done this.
• enclose copies of any relevant documents that support your case.

Don’t

• use abusive language, however frustrated or angry you might feel.
• allow yourself to get sidetracked from your specific problem into generalized criticism of the company or its products or services.
• send your letter without checking it carefully for grammar or spelling mistakes.

 Structuring your letter

 The opening 

• Start your letter with the greeting Dear Mr (or Mrs, Ms, Miss, etc.) Surname.
• If you don’t know the name of the person you are writing to, begin with Dear Sir or Dear Madam; if you don’t know their name or sex, use Dear Sir or Madam.

 The content 

• Begin with a heading alerting the reader to the subject of the letter, and in your first sentence draw their attention to the matter you’re going to raise or discuss. For example I am writing to complain..., or I wish to express my dissatisfaction with ... or Thank you for your letter of ...
• Introduce your main point as early as possible, stating your reason for writing in a clear, concise way. Once you have done this, you may want to give more details, perhaps adding further background or relevant facts.
• In conclusion, you should state what your expectations are, for example Please let me know as soon as possible what action you propose to take or I look forward to hearing from you within the next ten days.

 The close

 The wording at the end of a formal letter follows a standard format: 

• If you know the name of the person you’re writing to, you should end the letter with Yours sincerely.
• If your letter begins with Dear Sir or Dear Madam, it should end with Yours faithfully.
• Your own name should be typed out underneath your signature.

 Sample letters of complaint

 Here are some examples of letters complaining about a faulty product, unsatisfactory workmanship, a disappointing holiday, and a leaking radiator in a rented flat.

http://www.oxforddictionaries.com/words/letters-of-complaint

[Your address] 
[Your city, state, zip code] 
[Today’s date] 
[Name of contact person (if available)] 
[Title (if available)] 
[Company name] 
[Consumer Complaint Division (if there is no contact person)] 
[Street address] 
[City, state, zip code] 
Re: [Account number or other reference to your complaint] 
Dear [Contact Person]: 
This letter is to [notify you {or} follow up on our conversation of {date}] about a problem I am having with the [name of product or service performed] that I [bought, leased, rented or had repaired] at your [name of location] location on [date]. 
I am dissatisfied with your [service or product] because [describe problem]. I have already attempted to resolve this problem by [describe attempts and actions taken]. I have enclosed copies of my records. [Include copies of receipts, canceled checks, contracts, and other relevant documents] 
Unfortunately, the problem remains unresolved. I am hereby requesting that you: [List specific actions you want (such as: refund, exchange or repair the item)] 
1) 
2) 
3) 
Please contact me within [number of days] days to confirm that you will honor my request. I have prepared a complaint for submission to the proper agencies for investigation. I will not file the complaint if you resolve the problem within this time period I have indicated. 
Thank you for your anticipated assistance in resolving my problem. Please contact me at [telephone number and/or e-mail address] if you have any questions. 
Sincerely, 
[Your signature] 
[Your name] 

Name of Contact Person, if available
Title, if available
Company Name
Consumer Complaint Division, if you have no contact person
Street Address
City, State, Zip Code

Dear (Contact Person):

Re: (account number, if applicable)

On (date), I (bought, leased, rented, or had repaired) a (name of the product, with serial or model number or service performed) at (location and other important details of the transaction).

Unfortunately, your product (or service) has not performed well (or the service was inadequate) because (state the problem). I am disappointed because (explain the problem: for example, the product does not work properly, the service was not performed correctly, I was billed the wrong amount, something was not disclosed clearly or was misrepresented, etc.).

To resolve the problem, I would appreciate it if you could (state the specific action you want—money back, charge card credit, repair, exchange, etc.). Enclosed are copies of my records (include copies of receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents).

I look forward to your reply and a resolution to my problem, and will wait until (set a time limit) before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at (home and/or office numbers with area code).

Sincerely,

Your name
Enclosure(s) cc: (reference to whom you are sending a copy of this letter, if anyone)

Read more: How to Write a Complaint Letter | Infoplease.com http://www.infoplease.com/ipa/A0002121.html#ixzz2iZpn1gLP