Mr. T.
Smith
89 Foxhole Lane,
Twinklstone.
WA12 4QP.
Monday 26th November 2016
Mr. S. Pilkington
32 Warren Drive,
Warwickshire.
S13 4AP.
Dear Mr Pilkington,
I am writing to complain about the vegetables purchased
from your shop three days ago.
Firstly, the potatoes which were not only hollow, but had an
infestation of ants within them. Secondly, the 500g of
mushrooms were actually doorknobs which had been painted
grey. Last was the watermelon. Upon closer inspection this
was no watermelon, rather a football painted green.
This standard is unacceptable and I demand a refund for these
goods. You should expect a visit from myself within the week.
Yours sincerely
Mr. T. Smith
• No contractions (don’t / can’t )
• No abbreviations such as info (for information) and asap (for as soon as possible).
• Passive verb forms are preferred ‘A copy of the document will be mailed to you as
soon as possible’ instead of ‘I will mail you a copy of the document asap’.
• Use formal advanced vocabulary
• Avoid informal intensifiers like really and so. Instead use more sophisticated ones
such as extremely, highly, entirely etc.
• Limit the use of phrasal verb (ex: get away/ get up/ let out / bring back etc..)
• Certain discourse markers are considered informal. Avoid using them. For example,
write incidentally/mainly/ instead of by the way, right, well etc.. .
• Do not leave out words. Ellipsis is not acceptable in formal writing. Write ‘I
hope to see you soon’ instead of ‘Hope to see you soon.’
• Avoid clichés (overused phrases)/ idioms .
• Use the third person pronouns (except in business letters where the first person
can be used).
• Do not address the reader using the second person pronoun “you”
• Avoid imperative language ( starting with the verb in the infinitive form)
• Avoid simple connectives (and, but, etc.); use transitions, linking words,
subordinating connectives, time fixers, conjunctive adverbs, etc..
Dear Sir or Madam, Dear Mr Smith,
• To inform
• To complain
• To request
• In response to
• To inform
• To complain
• To request
• In response to
Yours faithfully, Yours sincerely,
(YOUR NAME) (YOUR NAME)
• Start with talking about how upset you are. i.e.
• I am writing to express my extreme dissatisfaction with the computer I
received. I have ordered this laptop on the 5th of July and received it last
Friday. I honestly, expected better service from such a well-known company.
• Paragraphs include your specific complaints
• The first issue that I encountered was the delivery time. The website clearly
stated that I would have my order in a matter of days. However, I waited for
two months even though I have made several complaints.
• Your concluding paragraph is where you ask for compensation and threaten
further action.
• I expect a full refund and a written apology. This is not the kind of
experience one would expect with a brand name. If I am not refunded
immediately, I will be forced to take further action.