LETTER WRITING

LETTER WRITINGLetter of complaint example

I am writing in reference to the delivery of MP3 player, order #J396, which was received today.

Unfortunately, you sent us the wrong quantity. You sent us 20 K60 MP3 players, but we ordered 30. I have attached a copy of the order form for your reference.

I would be grateful if you would send ten more players as soon as possible.

Why making a complaint?Wrong goods receivedPoor serviceUnsatisfactory quality of goodsLate deliveryNon-deliveryDamaged goodsPrices not as agreedWhat should you say in a letter of complaint?Refer to order / product / issue.State reason for complaint.Suggest possible causes of the problem.State action(s) you require the other company to take.A. Refer to order / product / issue with more detailsIm writing to complain about your latest shipment, which was delivered this morning.Im writing about a problem with the installation of computer network software, which was completed last week.Im writing in reference to order #XJ4311, which arrived on Friday.Im writing to complain about the redecoration of our corporate headquarters, which was finished yesterday.The language of complaintNo apologizing tone

No emotional terms

No rude or personal comments

Dont use the words like fault or blame.2. No emotional termsWe are very amazed that you made the same mistake for three times. This is the third time this mistake has occurred and we are far from satisfied with the service you offer.

Your service makes us feel disgusted.Unless you can fulfill our orders efficiently in the future, we will have to consider changing to another supplier.

We are very infuriated about the problem you caused us. Please ensure that this sort of problem does not arise again.

The language of complaint3. No rude or personal commentsYou must correct your mistake as soon as possible. The mistake must be corrected as soon as possible.

You made an error on the statement. There appears to be an error on the statement.

You dont understand the terms of discount. We told you to deduct discount from net prices, not CIF prices.There seems to be some misunderstanding regarding terms of discount. Discount is deducted from net prices, not CIF prices.

The language of complaint4. Dont use the words like fault or blame.

It is not our fault. It is probably the fault of your dispatch department. The mistake could not have originated here, and must be connected with the dispatch of the goods.

The language of complaintExercise - correcting the following sentence.Its not our fault.Maybe its not our fault.There appears to be some error ..

Your product is rubbish.It seems your product is no good.Your product is not as good as I have thought of.Your product is not satisfactory.Exercise - correcting the following sentence.You made an error on your price list.There appears an error on your price list.

Its incredible that you forgot to cover instructions with the consignment.

You forgot to cover instructions with the consignment.There are no instructions with the consignment.

B. Explaining the situationWe regret to inform you that the shipment arrived late. The promised delivery date was January 22, but it arrived February 6. We enclose a copy of the order.

Unfortunately, you sent us the wrong model. We ordered TS400, but we received TS300. I am attaching a photocopy of the shipping order.

I am sorry to say that the work was unsatisfactory. The plastic casings was scratched in several places. Please find enclosed photographs of work.

C. A threateningUnless we receive the order within the next week, we will cancel the order.

If we do not receive the order within the next week, we will cancel the order.D. How to adjust the error?Ask for a refundAsk for a replacementClaim for a compensationAsk for apologyAsk them to give guaranteeAsk for a reasonable explanationAsk them to correct their mistake