When you have problems with faulty goods or services, it is often a good idea to put the details of your complaint in writing.

II. Practical WritingLetters of Complaint

Practical Writing

Letters of complaint usually include the following stages:

Background – describe the situation

Problem – cause and effect

Solution

Warning (optional)

Closing

Practical Writing

General Tips: Try to make sure your letter is sent to the right person or department. Try and keep your letter short. Be polite as sarcasm or rudeness will not help your cause! Say what you want for your complaint to be resolved. Give a reasonable timetable for action to be taken before you will consider other options. Keep a copy of letters you write.

Practical Writing

Now that you have learned tips of writing letters of complaint, the following are general templates and sample letters.

You may get more details of writing this kind of letters by learning them.

Practical Writing

Complaint Letter Templates & Sample Letters:

Complaint letter Templates:

Sample Letters:

Sample 1Practical Writing

Dear Mr. Chang:On September 10, our order for 280 women S cotton sweaters was duly received, but we regret to say that 40 cotton sweaters in white color were seriously soiled.We had the case investigated immediately, and the result shows the damage was due to improper packing, for which the suppliers are definitely responsible.Needless to say, we have suffered a great loss from this, as we cannot sell the sweaters in this condition to our customers. We ask you to conduct investigation at your end and reply to us.

(Addresses are omitted)

Sincerely yours,Sunny LeeManager

Sample 2

Practical Writing

Dear Sir,　 I am writing to let you know the deplorable attitude of one of your staff member. I received my telephone bill for the previous month from you and thought there were some errors in calculation: I had been overcharged for two overseas calls. However, when I called your Complaints Department, the girl who answered my phone was very rude. For one thing she interrupted me continually, for another she even said that the fault was my own. Needless to say, such a way of dealing with customers is unacceptable. 　 I would like to suggest that the girl in question should be disciplined, and instructed on the proper way to deal with clients. And I hope she can make formal apology to me. 　 An early response will be appreciated. 　

(Addresses are omitted)

Sincerely yours, 　 Donna

You bought a color TV from the Department Store yesterday. But when the TV set was sent to your home, you found there was no image in it. And the receptionist claimed that they wouldn’t be responsible for it.

Now you write a letter to the sales manager requiring to replace the TV set within 7 workdays.

Your Task

Writing—Practical Writing