en

How to write a letter of complaint

Published in 14 Jul 2020 by @Labidi_Sabrine

Viewed 10774 times

Share this article with your friends

5-Steps-to-Mastering-Customer-Complaints.jpeg
It is important to follow certain steps in order to write a complaint letter.

Introduction
Paragraph 1 - reason for writing
Main Body
Paragraphs 2-3 - complaint(s) and justification
Conclusion
Final Paragraph - suggested action to be taken, Closing remarks
Full name
- Letter of complaint is normally written in a formal style.
- Letters should start with an appropriate greeting (e.g. Dear Sir, Dear Brown, etc)
- Mild or strong language can be used depending on the feelings of the writer or the
seriousness of the complaint, but abusive language must never be used
- You should state the reason for the complaint in the first paragraph
- Start a new paragraph for each different aspect of the topic
- Any complaints you make should be supported with a justification
- Complaints and justification can be linked with appropriate linking words and phrases
Useful language for Letters of Complaint
Opening Remarks:
- I am writing to complain about/regarding/on account of/because of/on the subject of...
- I am writing to draw your attention to...
- I am writing in connection with...
- I am writing to express my strong dissatisfaction with...
- I am afraid to say I have numbers of complaints about...
- I am sorry to say that I was very disappointed with...
- I was appalled at...
- I feel I must protest/complain about...
Useful phrases:
- We ought to discuss the matter...
- To make matters worse...
- I was very disappointed to find that...
- I would be grateful if you could...
- I should have been informed that...
- The first problem was... Another problem was... The most visible problem...
- I hope you will understand that I was very dissatisfied...
- I believe you can appreciate how disappointed I was when...
Linking words:
- Even though, however, furthermore, firstly, finally etc.
Closing Remarks:
- I would like to hear your explanation for the above problems...
- I would therefore be grateful if you could give me a full refund...
- I would like a full refund as soon as possible...
- I would like to have all or part of my money refunded...
- I am not satisfied with...
- I hope/assume you will replace...
- I trust the situation will improve...
- I hope the matter will be resolved...
- I hope we can sort this matter out amicably
- I look forward to hearing from you in your earliest convenience to offer me a complete refund
- I feel I am entitled to a partial refund in addition to an apology for the inconvenience caused
- I insist you replace the item at once...
- I demand a full refund...
- I hope that I will not be forced to take further action
- I look forward to hearing your early reply
- I look forward to receiving a prompt reply


Did you like this article? Share it with your friends now

Featured tags

Advice for students

STAY IN TOUCH

Mina7 apps

Choose your study destination


Choose the country you wish to travel to study for free, work or volunteer

Similar blogs


Interesting blogs