Letter of Complaint

Definition
• A complaint can be defined as a speech act that expresses one’s
dissatisfaction with something, a product or service. It usually
addresses somebody who is the reason for this dissatisfaction or has
the authority to remedy it.
• The function of the complaint is to rectify the situation that caused
the dissatisfaction and remind a person that there are certain norms
of behavior that have been transgressed and need to be rectified.
Paragraph 1: Reason for your letter

• The very first sentence should answer the following questions: Why
are you writing and what are you asking for?
• Make sure to include all pertinent information: course code, person’s
name and semester etc.
Paragraph 2: Facts/incidents

• Explain what happened. Be clear and write chronologically!

• Keep in mind that a stranger will read your letter. Therefore, do not
assume that they know you and your situation.
• State which supporting documentation you are providing (syllabus,
email correspondence, etc.)
Paragraph 3: Complaint

• Explain the nature of your complaint ! What was impact of the

situation.

• Paragraph 4: Special requests

• If you are seeking a specific outcome, mention it here. ation on you?

Why are you making this complaint?
Task

Write a letter complaining about the malfunctioning of the multimedia

projector in your classroom.
Assignment No. 3

• Write a letter complaining about the food quality and other issues in
the cafeteria/hostel mess.