How to Write a Complaint Letter

Summary

In this informative video, Layla instructs viewers on crafting a formal complaint letter. She emphasizes the importance of a structured approach, starting with a formal greeting like 'Dear Amazon Customer Service Assistant' and clearly stating the issue upfront. The script details how to describe the problem, request a solution, and close politely, using phrases like 'I would appreciate' and 'I look forward to your response.' Layla stresses the need to remain courteous throughout, even when expressing dissatisfaction, to effectively communicate the complaint and seek resolution.

Takeaways

• 💡 A complaint letter is a formal written communication expressing dissatisfaction with a product or service.
• 📝 It should include specific parts in a particular order: greeting, reason for writing, description of the issue, desired resolution, and closing.
• 🌟 Use formal vocabulary and structure, even when upset, to maintain politeness and professionalism.
• 🔑 Start with a formal greeting like 'To whom it may concern' if the recipient's name is unknown, or use their title or name if known.
• 📜 Clearly state the reason for writing in the first sentence to immediately inform the recipient of the issue.
• 📝 Provide a brief but detailed description of the product or service issue using past simple tense.
• 🔍 Use polite language to request a solution, such as 'I would appreciate' or 'Kindly', and specify what action is desired.
• 🔄 Imperative verbs should be used to directly tell the recipient what action you want them to take.
• 🔚 Close the letter formally with phrases like 'I look forward to your response' to show anticipation of a reply.
• ✍️ Sign off with 'Yours faithfully' if the recipient's name is unknown, or 'Yours sincerely' if using their name, to maintain formality.

Q & A

What is the purpose of a complaint letter?

A complaint letter is written to inform the recipient that the writer is unhappy with a product received or a service provided, and to seek resolution such as a replacement or a refund.

What are the essential parts of a complaint letter?

A complaint letter should include a formal greeting, a clear statement of the issue, a description of what the writer wants the recipient to do to resolve the issue, and a closing with an expectation of a response.

How should you start a complaint letter?

You should start a complaint letter with a formal greeting and immediately state the reason for writing, without using informal phrases like 'I hope you are well'.

What is the significance of the word 'recipient' in the context of a complaint letter?

In the context of a complaint letter, 'recipient' refers to the person who will receive and read the letter after it has been sent.

How can you address the recipient if you do not know their name?

If you do not know the recipient's name, you can start the letter with 'To whom it may concern' or use a job title like 'Dear Manager'.

Why is it important to remain polite in a complaint letter?

Remaining polite in a complaint letter helps maintain a professional tone and increases the likelihood of a positive response from the recipient.

What should the body of the complaint letter include?

The body of the letter should include a brief description of the product or service issue, the expected resolution, and a request for the recipient to take specific action.

How should you express your desired resolution in the complaint letter?

You should clearly and politely express your desired resolution using imperative verbs, specifying exactly what action you want the recipient to take.

What are some ways to close a complaint letter?

Some ways to close a complaint letter include 'I look forward to your response', 'I await your reply', 'I would appreciate your immediate response', or 'Please respond at your earliest convenience'.

How do you sign off a complaint letter if you know the recipient's name?

If you know the recipient's name, you should sign off with 'Yours sincerely' followed by your name.

How do you sign off a complaint letter if you do not know the recipient's name?

If you do not know the recipient's name, you should sign off with 'Yours faithfully' followed by your name.