Letters Of Complaint. Tips

  • Letter of complaint is normally written in a formal style.
  • Letters should start with an appropriate greeting (e.g. Dear Sir, Dear Brown, etc).
  • Mild or strong language can be used depending on the feelings of the writer or the seriousness of the complaint, but abusive language must never be used.
  • You should state the reason for the complaint in the first paragraph.
  • Start a new paragraph for each different aspect of the topic.
  • Any complaints you make should be supported with a justification.
  • Complaints and justification can be linked with appropriate linking words and phrases.


Greeting a recipiant

Formal Semi-formal / Informal
Dear Sir/Dear Madam, Dear friend,
Dear Sir/Madam, -
Dear Mr Brown, -
Dear Ms Brown, -


Opening remarks/reasons for writing

Formal Semi-formal / Informal

I am writing to complain about / regarding / on account of / because of / on the

I’m rather annoyed about …
I am writing to draw your attention to… I’m disturbed about …
I am writing in connection with… I cannot put up with…
I am writing to express my strong dissatisfaction

with…

I’ve had enough of …
I am afraid to say I have numbers of complaints about… It was time you did…
I am sorry to say that I was very disappointed with… I’m fed up with (someone doing) something
I was appalled at… I have a complaint to make…
I feel I must protest/complain about… Sorry to bother you but…
I am writing in order to complain about / I am writing to complain about I'm sorry to say this but…
I am afraid I cannot tolerate… any longer I'm afraid I've got a complaint about…
- I'm afraid there is a slight problem with…
- I'm angry about…
- There seems to be a problem with…
- There appears to be something wrong with…
- I don’t understand why…
- I was expecting ______ but… Would you mind…?
- I hate to tell you but…

Introducing the complaint


Formal

Semi-formal / Informal
Firstly/In the first place

The first problem was…

First of all -
My first complaint is

-

The first problem is

-

The first thing I would like to complain about is… / draw your attention to is

-

My first concern is

-


Introducing further complaints

Formal

Semi-formal / Informal

Secondly / In the second place

Not only… but also

Moreover
In addition to this
Supplementary to this…

was also unacceptable

Another problem was…
The most visible problem…
To make matters worse… -
Even though, however, furthermore, finally etc. -


Development of ideas

Formal Semi-formal / Informal

We ought to discuss the matter…

-
I was very disappointed to find that… -
I should have been informed that… -
I believe you can appreciate how disappointed I was when… -
I hope you will understand that I was very dissatisfied… -


Demanding actions as closing remarks

Formal Semi-formal / Informal

I would be grateful if you could…

-

I propose that you replace the itemI therefore suggest that I be given a full refund

-

I would be grateful if my money was refunded

-

I would be appreciative if you could give me a full money back

-

I would be thankful if you could give me a full refund

-

I would like to hear your explanation for the above problems...

-

I would therefore be grateful if you could give me a full refund...

-

I would like a full refund as soon as possible…

-

I would like to have all or part of my money refunded…

-

I am not satisfied with…

-

I hope/assume you will replace…

-

I trust the situation will improve…

-

I demand a full refund…

-

I hope the matter will be resolved…

-

I hope we can sort this matter out amicably

-

I feel I am entitled to a partial refund in addition to an apology for the inconvenience caused —

-

I insist you replace the item at once…

-
I hope that I will not be forced to take further action -


Endings

I look forward to hearing from youI / look forward to receiving a full refund
I look forward to receiving a replacement.
I look forward to receiving your explanation.
I look forward to hearing from you an your earliest convenience to offer me a complete refund.
I look forward to hearing your early reply.
I look forward to receiving a prompt reply.

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