The complaint letter should be written in the business letter format. When writing a complaint letter you want to keep it short and to the point to help ensure that your letter will be read in its entirety, if you write a seven page complaint letter, it's highly unlikely that someone will sit down and read all seven pages.
In the first paragraph you should identify what the issue is, reasons for writing and any relevant information that you believe is important. Be sure to include the following information if it's applicable to the situation: the date/time of the issue, location, name of person on duty, name of product, what the problem was, your account number, model number, price, warranty information and reference number. Answer the questions when, where and how. If you are writing about a defective product make sure to include model or serial numbers.
Be sure to stick with the facts and avoid putting emotions into your letter.
The next paragraph should contain your complaints and its justifications.
The following paragraph should state what you would like done to resolve the situation. If you received poor service, you could request an apology or a coupon. If a product malfunctioned, you could request that you could exchange the product for a new one or request a refund.
The last paragraph should thank the reader for the time. You can also throw in some compliments about something you liked about their company's product or service.
You should include your telephone number / e-mail address after your printed name so that they can contact you ASAP (as soon as possible) if necessary.
Sign your letter of complaint, sincerely, then your full name. Include any other pertinent papers such as receipts or copies of checks with the letter. Be sure to keep a copy of the letter for yourself and include photocopies of any relevant documents and enclose them with your letter.
2) Imagine that you are a scientist, and you have recently bought a very expensive and important device for your experiment. But while testing this device before starting the experiment you have realized that it doesn’t work properly. Write a letter of complaint to the manager of the shop you have bought the device in. Use appendix 7 for sample of letter of complaint and useful language given below.
3) Work in pairs and check your classmate’s letter using the Criteria for assessment of appendix 8
| Useful language for letters of complaint | ||
| Opening remarks | Mild | Strong |
| 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 to you in connection with, etc. | I was appalled at / I want to express my strong dissatisfaction with / I feel I must protest / complain about, etc. | |
| Closing remarks | 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, etc. | I insist you replace the item at once / I demand a full refund / I hope that I will not be forced to take further legal action, etc. |
Citations. Quotations, paraphrases and summaries.
In your article you have to use books and articles published on the subject by other scientists. But remember that it is plagiarism to borrow passages from books, articles or Websites without identifying them. You are supposed to give proper references to all the reading you've done and all the ideas you've encountered.
Read the third section of writing a scholarly article in the second part of the textbook for more information concerning citation and write 2-3 pages of your article with 5-10 correct references.
