COMPLAINT LETTER

COMPLAINT LETTER
Type of letter written to address any type wrong
doing, offence, grievance, resentment arising
out of a product, service etc.
 COMPLAINT LETTER
Used to raise your concerns about unfair things
and seek a productive outcome
 COMPLAINT LETTER
They are also used to vent out your pent up
emotions arising out of your suffering or bad
experience.
 COMPLAINT LETTER
Inspired other hassled consumers, influence the
concerned authorities towards taking proper
action and make the defaulters more liable,
responsible and responsive.
 TYPES OF
COMPLAINT LETTER
PERSONAL COMPLAINT LETTER
When a letter is written at a personal level by an
individual
PERSONAL COMPLAINT LETTER
These are written by consumers to get refund,
replace a product etc. These are also written for
grievances’ regarding a service or any issue
affecting the individual or society at large.
PROFESSIONAL COMPLAINT LETTER
When a letter is written on behalf of an
organisation
PROFESSIONAL COMPLAINT LETTER
These letters have the backing of an organisation
and are mostly related to professional items and
services.
 Parangtritis Beach Hotel
December 30th, 2011
Dear Sir,
I am one of your customers staying in your hotel. I am planning to stay for a
week from December 30th, 2011 to January 5th, 2012. So, today is my first day here. I
stay in room no. 217. As I stay here, I don’t find any convenience as stated in your
brochure. It is said that all rooms face to the beautiful view of Parangtritis. On the
other hand, I get a room which views to the dumping area. It smells bad and very
terrible.
I have always wanted to be your customer in my visit to Yogyakarta and I
want to keep it forever if I get a good service from you. Otherwise, I would have to
look for another hotel which gives good service.
I hope to hear from you very soon.
Yours faithfully,
 Parangtritis Beach Hotel
December 31st, 2011
Dear madam,

Thank you for your letter of December 30th, 2011. we are pleased to hear
that you have planned to stay for a week in Yogyakarta, but we must apologize for the
inconvenience of your condition here.
We are promised to fix the condition. Our officers will be willing to help you
in moving all of your stuffs.
Once again, please accept our apologies for this condition.
Yours faithfully,

Eko Supriyadi
HOW TO WRITE A
COMPLAINT
LETTER?
There are five components that we can see in Letters of
complaint. They are B, P, S, W, C. Here is the detail:
1. Background
2. Problem - cause and effect
3. Solution
4. Warning (optional)
5. Closing
 BACKGROUND
In this section, the writer describes the
situation he/ she has
• I am writing to inform you that the goods we ordered last week from
your company have not been supplied correctly.
• I am writing to inform you of my dissatisfaction with the food and
drinks at the 'Suka Mampir Restaurant' on Wednesday, 12 February
2011 at 04. 00 p.m.
• I would like to inform you that something is being worst to my new TV
which I just have bought it in your store.
• I would like to inform you that something is being worst to my
mobile phone.
PROBLEM - CAUSE & EFFECT
In this section, the writer may tell about the
cause and effect to the matters which is faced
by writer. Look at the following example of
statements
 CAUSE
• On 10 February 2011 we placed an order with your firm for 100
electric vouchers for mobile phone. The consignment arrived
yesterday but contained only 90 electric vouchers for mobile
phone.
• I stay in room no 217. As I stay here, I don’t find any
convenience as stated in your brochure. It is said that all rooms
face to the beautiful view of Parangtritis
 EFFECT
• This incident put our shop in a difficult position, as we had to
make some emergency purchases to fulfill our commitments to
all our customers. This caused us considerable inconvenience.
• After spending several wasted hours trying to register in this
way, the computer would not accept my application.
• This large number of errors is unacceptable to our customers,
and we are therefore unable to sell these books.
 SOLUTION
In this section, the writer suggests or gives the
solution to what problem he/ she gets
• I am writing to ask you to please make up the shortfall
immediately and to ensure that such errors do not happen
again.
• Could I please ask you to look into these matters.
• Please send us a corrected invoice for $ 100
• I enclose a copy of the book with the errors highlighted. Please
re-print the book and send it to us by next Friday.
• Please service your customer well
 WARNING (OPTIONAL)
In this section, the writer may warn to the
person or institution he/ she complains. This
section is not always appeared on the complaint
letter. It means that the writer may write it or
not
• Otherwise, we may have to look elsewhere for our
supplies.
• I'm afraid that if these conditions are not met, we
may be forced to take legal action.
• If the outstanding fees are not paid by Friday, 20
February 2011, you will incur a 10% late payment fee.
• I will never buy it again in your shop.
 CLOSING
In the last section, the writer state
thankfulness and his/her hope
• I look forward to receiving your
explanation of these matters.
• I look forward to receiving your payment.
• I look forward to hearing from you shortly.
 NOTE!!!!!!!
• The heading of the complaint letter consists of the writer real
and complete address and the date when the complaint letter
is written.
• Don’t forget to fill “Inside address”. E.g. : The Director of
Firman Company, The Owner of MAKMUR Electronic Shop,
The Headmaster of SMA 1, etc.
• Use salutation; “Dear Sir, Dear Sir and Madam, Dear Mr.
Amri, etc.”
• Use Closing salutation; “Yours faithfully, Your Customer, Your
Students, etc.”
• Don’t forget to sign your signature and mention your real
name!