Name:
Grade: 8
Date: September 20-21, 2021.
Subject: English Language
Formal Letters- Business Letter- Letter of Complaint
A letter of complaint, or complaint letter, is normally written to deal with a problem
situation when other attempts have failed to rectify the situation. As stated before, the
letter of complaint is a business letter . Most persons write a letter of complaint to
express dissatisfaction about a particular service or product.
When you are responding in written form, you should avoid angry, hostile or sarcastic
tones.
You are more likely to get specific action on what you want, if your written response
reflects tact, courtesy and emotional intelligence.
Tone
The writer’s tone is his/her attitude towards a subject. The writer’s tone is created by
the use of language, that is, the style of address, word choice, point of view and
voice.
Structure of a Letter of Complaint
Purpose of the letter
Begin with a detailed description of the product or service
State what is exactly is wrong with the product or service
Briefly describe the inconvenience you have suffered
Indicate precisely how the situation should be corrected
Ask for prompt handling of the claim
Body of the Letter
Paragraph 1: Describe what is wrong with the product or describe the
issues/problems. Give the date of purchase and place of purchase, if applicable.
Paragraph 2: Explain how you would like to resolve the problem.
Paragraph 3: Explain that you look forward to receiving a reply with a resolution.
Set a date or time limit in which to receive the reply. Give a phone number where you
can be reached.
Language Structure of the Letter of Complaint
Here are some helpful language structures that are used in letters of complaint:
Introduction
I’m writing:
Because……
On account of…
On the subject of….
To draw your attention to…..
Complaint
I must object…..
I must complain about…..
I find it quite distressing that …..
I feel something ought to be done/ said about……
It’s time that….was/were…….
Resolution
I expect to be compensated for the compensated for inconvenience I ……
I expect better service from……..
I would like to know what action you will take to resolve this situation.
I look forward to a prompt reply/ a full explanation
I await your response/ suggestions/ comments
Outline of a Complaint Letter
56 Dennis Street,
Albert Town ***************** YOUR ADDRESS
Kingston 6
June 15, 2020 ********************* DATE
The Manager
Courts Jamaica *********************** Business Address
15 Race Course Ave,
Clarendon
Scenario 1:
You bought a 40 inch television set from A,B&C Electrical Store at 15 Manhattan
Drive, Molynes Road. After two weeks of purchasing, you realised no sound is
coming from the television and the images on screen are not clear enough. Write a
letter of complaint to the manager of the store detailing the inconvience you are
experiencing.
BLOCK LETTER STYLE-LETTER OF COMPLAINT
15 Fitzgerald Avenue,
Maxfield
Kignston 13
September 27, 2021.
The Manager
A, B&C Electrical Store
15 Manhattan Drive
Molynes Road,
Kingston
Dear Sir/Madam:
Re: Malfunctioning/Defective Television
Paragraph 1- On August 24,2021 at approximately 1:24pm a 40inch television
was purchased from AB&C Electrical Store. The television has serial number
Qwe12346.
Para. 2- Sadly, I am writing this letter to inform you that the product purchased
from your store is not working properly. Five days after purchasing, I realized
that the television has no sound and the images are not visible enough. My family
and I are being inconvience because we are not able to watch news or for any
member of the family to watch the television as they would. We are greatly
affected by this defective television.
Para 3- To resolve the problem, I would appreciate a new television set and if
that is not possible then a refund of cash would be acceptable. Enclosed are
copies of the receipt for the product purchased.
Para 4- I look forward in hearing from you as soon as possible, so as to ease the
discomfort of my family. I can be contacted at the above address or at 876-999-
6754 or johnnabrown@[Link]. Thank you in advance.
Yours Sincerely,
Ms. Johnna Brown
Customer
Scenario 2:
You purchased a ticket to New York on Jetblue Airways. Your ticket of
purchased is for first class but you were given an economy seat and was charged
for the first class ticket just the same. Write a letter of complaint to the airline
about the situation at hand.