Letter Writing

Letter of Complaint
What is a Complaint Letter?
◦ A Complaint Letter is a type of letter written to address any
type of wrong-doing, offence, grievance, resentment arising out
of a product, service, etc.
◦ It is used to raise your concern about unfair things and seek a
productive outcome.
◦  It is a fundamental right and duty of a citizen to seek justice
arising out of any injustice, and the first step toward it is, filing
a Complaint.
◦ It inspires other troubled consumers, influences the concerned
authorities to take proper action and makes the defaulters more
liable, responsible and responsive.
Topics for writing a Complaint Letter
◦ Incomplete or defective order
◦ Abnormal delay in sending the consignment
◦ The goods arrive in a damaged condition
◦ The goods are different from what were ordered
◦ Quantity of goods is not what was ordered
◦ Defective packing that might lead to the damage of goods in transit

◦ Others:
◦ Water supply
◦ Rash driving of the bus drivers.
◦ Ill- maintained park
◦ Any other
Format of a Complaint Letter
• SENDER’s ADDRESS- The sender’s address is usually put on the top left-hand
corner of the page.
DATE- The sender’s address is followed by the date just below it, i.e. on the
left side of the page. This is the date at which the letter is being written. It
is to be written in expanded form.
RECEIVER’s ADDRESS- . Write the title/name/position etc of the receiving
official, as the first line of the address.
SALUTATIONS- It is a formal letter, so the greeting must be respectful .
The general greetings used in formal letters are “Sir” or “Madam”.
SUBJECT- Then we sum up the purpose of writing the letter in one line. This
helps the receiver focus on the subject of the letter in one glance. It is
important to underline the  subject.
• COMPLIMENTARY CLOSE- At the end of your letter the words “Yours
Faithfully” or “Yours Sincerely” are used.
SIGNATURE-
 CONTENT
PRODUCT
◦ Brief introduction.
◦ Mention product for which complaint is being made.
◦ If it is a product details of product to be included like brand,
size, model.
◦ Mention purchase details- date of purchase, bill number,
warranty period.
◦ State problem, describe problem –any two .
◦ Ask for appropriate action- repair/ replacement
◦ Mention time for action.
◦ Closure- looking forward to prompt response.
 CONTENT
SERVICE
◦ Brief introduction.
◦ Mention problem with service- water supply, bus service, parks,
hospitals etc.
◦ Write any two points describing problem.
◦ Describe hardships due to the problems.
◦ Give suggestions for improvement of each problem.
 SAMPLE QUESTION
◦ YOU BOUGHT A COLOUR TELIVISION FROM S.A.
ENTERPRISES, CHENNAI.
◦ WITHIN A MONTH OF PURCHASE, IT DEVELOPED PROBLEMS.
◦ WRITE A LETTER TO S.A.ENTERPRISES REGISTERING A
COMPLAINT AND ASKING FOR APPROPRIATE ACTION.
◦ SIGN AS RANJITH/ RAJANI, EAST LAYOUT, CHENNAI.
 SAMPLE ANSWER.
◦ Ranjani
◦ East sector, Chennai-14

◦ 17 April 2020

◦ The sales Mnager,

◦ S.A. Enterprises,
◦ Chennai- 28.

◦ Dear sir,
◦ Subject: Defective Television.
◦ I had bought a 54 inches Samsung colour television model SHARP
EYE from your shop on 25th march 2020 bill number 3456T with a
warranty period of 5 years.
◦ I regret to inform you that within a month, it has developed
problems. The volume control does not work. The picture quality is
very poor.
◦ Kindly send a service person to repair the television at the
earliest. If it is a manufacturing defect, arrange for a
replacement.
◦ Thanking you.
◦ Yours Sincerely
◦ Ranjani.
Questions for practice.

◦ 1. You purchased a refrigerator from Mani and Sons, Chennai. It developed problems within a
fortnight. Write a letter to the seller registering a complaint and seeking appropriate action. Sign
as Rama/ Ramesh, Chennai.

2. The Corporation Shopping complex in your locality is badly maintained causing problems to the
shopkeepers and the public who shop there. As Kala/ Kamesh, one of the shop keepers, write a
letter to the authorities explaining the situation and giving suggestions to improve the situation.