21
of May 2012
How
to Write A Complaint Letters
Introduction
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
1.
Background
In
this section, the writer describes the situation he/ she has; e.g.
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 'LAILA QOOSHA Restaurant' on Wednesday, 12 February
2011 at 04. 00 p.m.
I
would like to inform you that something is being worst to my laptop.
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
I
would like to inform you that something is being worst to my new
house.
I
am one of your customers who inform you about my complaint.
(You
can write it by your own statement)
2.
Problem
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:
Now
look at the following statements!
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.
Firstly,
I had difficulty in registering to attend the event. You set up an
on-line registration facility, but I found the facility totally
unworkable.
We
have found 55 spelling in your book.
I
stay in room no 215. 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 fulfil 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.
I
am therefore returning the invoice to you for correction.
This
large number of errors is unacceptable to our customers, and we are
therefore unable to sell these books.
So.
I feel annoyed with condition like this. I can’t be relaxed.
3.
Solution
In
this section, the writer suggests or gives the solution to what
problem he/ she gets; e.g.
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
4.
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 (optional) .e.g
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.
5.
Closing
In
the last section, the writer state thankfulness and his/ her hope..
e.g
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.
NOTES:
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!