Letter
of Complaint (Formal letter)
Types
according to purpose and receiver :
1. Complaint
about defective purchase/service as an Individual
2. Complaint
about problem as a group/society
3. Complaint
about a defective supply or service to an official
Format
Sender’s address
Leave a line
Date (8 March 2018)
Leave a line
Receiver’s address
Leave a line
Subject (topic in brief)
Salutation (Sir/Ma’am)
Salutation (Sir/Ma’am)
Content
1 Paragraph – state the complaint
and transaction, date of purchase, brand/price, statement of complaint about defective service or problem
2 Paragraph – describe
item and its defects in detail, dissatisfaction, warranty period, 3 - 4 points about detailed complaint
3
Paragraph – request for repair, service or replacement or money back, measure to control the problem
4 Paragraph – complimentary close, attachments
4 Paragraph – complimentary close, attachments
Subscription (Yours faithfully/sincerely)
Writer’s Name/ABC
Designation (if required)
“””””””””””””””””””””””””””””””””””””””””””””””””””””””””””””””””””””””””
Points
to take care (dos and don’ts) :
1. Use
formal language and make polite request
2. The
complaint should not be aggressive, insulting or rude
3. Don’t
threaten to go to police or court in the first letter.
4. Information
should be detailed and specific.
5. There
should be subsequent difference between the date of purchase and that of
complaint.
6. Don’t
use derogatory words or defamatory language.
Subscription
:
Yours faithfully if the salutation is Sir/Ma’am or
Dear sir/ma’am
Yours sincerely if salutation is Dear Mr. Kapoor/Ms.
Shalini
Note that ‘Yours truly’ is used in place of Yours
faithfully by users of American English.
Marking
Scheme : (it may vary as per the board/pattern/blue print)
Format
– 1 mark
Content
– 4 marks
Expression
– 2 marks
Accuracy - 1 mark (errors related to spelling, grammar & vocabulary)
Total
– 8 marks
Sample
Letters
Q1. You are the librarian at Jesus and Mary
School, Agra. You had placed an order for 80 copies of ‘English Literature
Reader’ text books for class X from Prakash Books, New Market, Agra. You found
that the pages in some of the books are missing and print is also overlapping.
Write a letter of complaint to the manager for refund or replacement. (120-150
words)
Ans.
Jesus and Mary School
ABC Road
Agra
20 January 2018
The Manager
Prakash Books
New Market
Agra, U.P.
Subject – Complaint about defective books
Sir
With reference to purchase of English Literature
Reader text books against Invoice no. 1871 dated 18 January 2018, I would like
to draw your kind attention to the fact that print quality of some books is
unsatisfactory and some pages are also missing in some books.
I placed an order for 80 copies of ‘English Literature Reader’ for class X on 16 January 2018 and received delivery of the same on 18 January 2018. After browsing through the brooks we found that pages 33-36 and 97-100 are missing in six of the books. That is not all, on pages 112-114 and 160-164 the print is overlapping. Furthermore, the print quality of four books is very poor. It would be highly inconvenient to the students to read the chapters.
Therefore, I request you to kindly look into the matter and reconsider the request of replacement of those ten books with faulty print and missing pages or refund the amount as soon as possible.
I look forward to the subsequent action at your end to resolve the matter. Your assistance is highly appreciated. A copy of invoice is attached with the letter.
Thank you.
Yours faithfully
ABC
Librarian, St. Mary and Jesus School
Ans.
I would like to draw your attention to a Godrej refrigerator, model number XXX012 that was bought by me from your shop on 8 March 2018. It worked well for three days but after that it started producing irritating noise and the sidewalls started getting heated up. The freezing compartment stopped working suddenly the very next day. It was producing loud noise with vibrations. On fifth day it stopped working completely.
Therefore, I request you to provide appropriate service and resolve the matter. I would appreciate if you get the refrigerator checked thoroughly by a qualified and trained technician promptly. If the problem cannot be solved, you are requested to get it replaced or refund the money.
I look forward to a prompt action at your end and satisfactory settlement of the matter. The product covers five years warranty. The invoice and warranty card are attached with the letter.
Yours faithfully
Aparna/Arpit (write any one name)
Q2. You are Aparna/Arpit, a resident of 33, Station Road Jila Colony, Nagpur. You bought a refrigerator
from Ganesh Electronics and Electricals, Gandhi Marg, Nagpur. Write a letter of
complaint to the Manager about the defects in the product and asking for
immediate repair or replacement. (120-150 words)
Ans.
33, Station Road
Jila Colony
Nagpur
18 March 2018
The Manager
Ganesh Electronics and Electricals
Gandhi Marg
Nagpur
Subject : Complaint about defective refrigerator
Sir
With reference to the refrigerator I purchased from
your shop against the Invoice no. 123 dated 8 March 2018, it is very
unfortunate to inform that the refrigerator has stopped working.
I would like to draw your attention to a Godrej refrigerator, model number XXX012 that was bought by me from your shop on 8 March 2018. It worked well for three days but after that it started producing irritating noise and the sidewalls started getting heated up. The freezing compartment stopped working suddenly the very next day. It was producing loud noise with vibrations. On fifth day it stopped working completely.
Therefore, I request you to provide appropriate service and resolve the matter. I would appreciate if you get the refrigerator checked thoroughly by a qualified and trained technician promptly. If the problem cannot be solved, you are requested to get it replaced or refund the money.
I look forward to a prompt action at your end and satisfactory settlement of the matter. The product covers five years warranty. The invoice and warranty card are attached with the letter.
Thank you.
Attachments :
1. Invoice
2. Warranty Card
Yours faithfully
Aparna/Arpit (write any one name)
Q3. You read an article ‘An Old Couple Murdered in
Delhi’ in a leading newspaper. You decide to write a letter to the Commissioner
of police complaining against the rising rate of crime against the old and
helpless people. Include measures to be taken to improve the security of the
people. You are Manu/ Mahesh of A-9/10 9, Phase-I, Ashok Vihar, New Delhi.
A-9/109, Phase-I
Ashok Vihar
New Delhi
12 April 2018
The Commissioner of Police
Police Head Quarters
New Delhi 1100XX
Subject – Increasing crime against the old and aged
Sir
These days the rate of crime against the elderly and
helpless people is touching skies. It is very disappointing to know that the
aged people in our society do not feel safe even in the presence of such
efficient and active police. The incident of the murder of the happy silver
jubilee is nothing but the lack of vigilance and alertness of the police
department.
The old cannot always defend themselves and need
support of our police. Not only the old, other weaker sections like women and
children are also facing the threats of rape, murder, chain snatching,
abduction, child abuse, etc. The old in
our society, who wish to spend a peaceful and respectable life after serving
the nation for two quarters of their life, don’t even dare to come out of their
houses in evening. They are scared that they might be robbed or murdered.
Our senior citizens definitely deserve sincere
efforts on our part in this respect. The police department must take actions as
well as precautionary measures for their safety. The culprits should be
punished severely. The patrolling should be increased in areas like parks,
playgrounds, residential areas and old age homes. CCTV cameras must be put at
every possible length and must be working properly.
Every citizen especially
the old should feel safe and criminals should think hundred times before
committing any crime.
Thank you
Yours faithfully
Manu/Mahesh
Manu/Mahesh
