Letter writing- Complaint Letter

Letter writing is an English Writing topic which is one of the hardest Writing topics but this PPT will help you a lot to improve. This PPT includes all the rules and tips to write a complaint letter.

1. Letter writing Complaint letter Discuss the essentials of a formal letter. Draft a complaint letter with accuracy of thought and content.

2. Expected situations Complaint about a faulty product purchased or delivered. Delayed delivery. Poorly maintained public places, or other public utilities Against public nuisance

3. Marking scheme Format Content expression Coherence and relevance of ideas Style of writing Grammatical and lexical accuracy Spellings

4. Points to remember while drafting letters: Write the letter in full block format (i.e., to the left). State your reason for writing in the first paragraph and stay on track. Always include specifics that will help ease the recipient’s task. For instance, if you are writing to a bank, mention your account number. If you refer to other correspondence, quote date of the letter(s), reference numbers, file numbers, order numbers, cheque number with date. Include copies, whenever possible.

5. Gently and respectfully direct the recipient’s course of action. It may be strongly worded, but always be courteous and use polite language and pleasant tone.

6. Self-introduction should be avoided. Informal expressions, greetings or contracted forms of words should not be used. The language should be simple, straight forward and to the point. Leave a line/additional space between paragraphs since no indentation is followed. Open punctuation to be followed (no punctuation marks to be used).

7. Do not mix up the old format and the new format. In letters to the Editor: Do not ask the editor to solve the problems. Any attachment should not be included in the body of the letter but after the complimentary close, as an enclosure. In the letter to the Editor, use ‘yours truly’ as the complimentary close.

8. Be careful One should not use contractions ( Didn’t- did not) Use of Idioms must be avoided. No imperative (send it immediately ) No exclamations points Use much or many instead of ‘a lot’ Use formal connectors such as ‘furthermore, moreover, hence, therefore etc Make use of modal verb to be assertive in your writing.

9. Sample Letter ABC Coaching Institute K.M Nagar New Delhi- 110088 Sender’s address 27 April 2020 Date The proprietor M/s Cool Service Agency Sector 4 Receiver’s Address New Delhi – 110084 Subject : Unsatisfactory Annual Maintenance Service for Samsung Air conditioners Dear Sir ABC Coaching Institute had taken an Annual Maintenance Contract for 16 of its Samsung Air conditioners with your agency under contract no AMC 23/17 o 15 th March 2019. We were assured by your Marketing Executive that your service engineer would carry out a monthly preventive maintenance visit in the first week of every month and any other complaint registered by the institute will be promptly attended within a day or two. Unfortunately, the preventive maintenance monthly visit for the last couple of months has not been held so far. The response to the earlier complaint regarding the matter was also very unsatisfactory, as we had to insist the executive of your company before they registered the complaint. This is causing great inconvenience to us. St udents of the institute have started complaining about the discomfort they have to face in this summer due to the poorly maintained Air conditioners. Hence, You are requested to address the matter with immediacy at the earliest so that you honour the terms of AMC, otherwise, we will be compelled to go to the consumer forum for redressal . Yours faithfully Dev Basu Subscription , name and Designation Manager