Formal letter - SS2 English Lesson Note

A formal letter of complaint is a written communication that is used to express dissatisfaction with a product, service, or other issue. It is typically addressed to a specific person or department, and it should be written in a clear and concise manner. The following are some tips for writing a formal letter of complaint:

• Start by stating the purpose of your letter. In the first paragraph, you should clearly state that you are writing to complain about a product, service, or other issue.
• Provide specific details about the complaint. In the second paragraph, you should provide specific details about the problem that you are experiencing. This includes the date of the incident, the name of the product or service, and the specific details of the problem.
• Explain how the problem has affected you. In the third paragraph, you should explain how the problem has affected you. This includes any financial losses, inconvenience, or other damages that you have incurred.
• State what you would like to happen. In the fourth paragraph, you should state what you would like to happen as a result of your complaint. This could include a refund, a replacement product, an apology, or other action.
• Be polite and professional. Even though you are writing to complain, it is important to be polite and professional in your letter. Avoid using harsh language or making personal attacks.
• Proofread your letter before sending it. Once you have finished writing your letter, be sure to proofread it carefully for any errors.

Here is an example of a formal letter of complaint:

[Your Name] [Your Address] [Your City, State] [Your Phone Number] [Your Email Address]

[Date]

[Name of Contact Person] [Title] [Company Name] [Company Address] [Company City, State,]

Dear Mr./Ms. [Contact Person],

I am writing to complain about the [product or service] that I purchased from your company on [date]. I am very dissatisfied with the product/service, and I would like to request a refund.

On [date], I purchased a [product or service] from your company online. The product/service was advertised as [description]. However, when I received the product/service, I found that it was not as described. The product/service was [describe the problem].

This problem has caused me a great deal of inconvenience. I have been unable to use the product/service as advertised, and I have had to spend time and money trying to resolve the problem.

I would like to request a refund for the product/service. I believe that this is a fair request, given the fact that the product/service was not as described.

I would appreciate it if you would contact me as soon as possible to discuss this matter. My phone number is [phone number] and my email address is [email address].

Thank you for your time and attention to this matter.

Sincerely, [Your Signature] [Your Typed Name]