WRITING LESSON 1: COMPLAINT LETTER

SAMPLE LETTER

1.1. WHAT IS A COMPLAINT LETTER

A complaint letter is a letter that you write to show your dissatisfaction about something. It could
be something you have purchased or a bad service that you have received, or an accident that
happened to you. You must describe it and demand appropriate actions from relevant people.

1.2. WHAT IS THE FORMAT OF COMPLAINT LETTER?

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 letter of complaint format is a formal letter written to the concerned authority if you have
any problems/ dispute/mistakes/misbehavior or any kind of complaint. The format to write the
letter is given below:

Salutations (Dear/Mr./Ms.)

Body of the letter:

 Main reason to write the letter

 Description of the situation

 Suggested solution

 Conclusion

Closing of letter (Yours sincerely/faithfully)

Signature

1.3. USEFUL LANGUAGES

- Purpose of writing
 - Explain the situation

- Explain what you have tried to solve.

- Tell what solution you suggest.

1.4. PRACTICE

Exercise 1: Fill in the blanks

I am (1) _____unhappy______ with the quality of a television cabinet I bought at 5 Street on 15
December and I am writing (2) ____to seek a replacement________.
The cabinet doors (3) ____don’t open and shut properly_______ and the stain on the cabinet is
uneven, with one half darker than the other. The cabinet was delivered on 30 December and I (4)
_______noticed thís proplem as soon as i unpacked it from the box__.
The cabinet is not of acceptable quality and does not match the sample cabinet I was shown in
store. I would like you (5) _______to replace it with one of the same quality and finish á the
sample and arrange for return of the fau___________.
I have attached (6) ________________.
I would (7) ________________. If I do not hear from you within 10 days, I will (8)
__________________.
You can contact me on 1234 5678 during working hours or after hours on 123 456 789 to discuss
this matter further.
Yours sincerely,
Jane Brown

Exercise 2: