How to write a complaint letter.ppt

1、Unit 6,Whats wrong with it?,What should we do when we want to complain to a business?,steps,1. Complain to the business in person or by phone. 2. Write a complaint letter To the person whose name you were given or someone in the customer-service department. 3. complain to people outside the company,

2、 such as Better Business Bureau / local customer groups / Industrial and commercial Bureau / consumer council 4. take legal action Bring an accusation against the company,How to write complaint letters,How to write complaint letters that get results,The heading, including the date,The inside address

3、,The salutation,The body,The complimentary close,The signature Typed name,Your name Address Date Mr. (or Ms.) _ (if you have a contact name) Company name Address of the company Dear Mr. (or Ms.) _, Body Sincerely, Signature Typed name Enclosures documents you have enclosed , if any C.c. Include Name

4、, Company if you want to send a copy of this letter to someone,body,Para I - State facts of situation Para II - State your suggested solution. Para III - State that you look forward to hearing from them soon and that you appreciate their help.,including dates, names, reference numbers, but keep this

5、 very concise and brief.,State exactly what you want it to be done about the problem and how long you are willing to wait to get it resolved. Be reasonable.,Tell them how long you would like to wait and avoid writing an angry, sarcastic, or threatening letter.,Sample for the first paragraph,Complain

6、t about goods you have bought On date, I bought a name of goods, model number etc. at location. I am disappointed because your name of goods has not performed as it should, was faulty etc because state the problem as you understand it, giving as many details as possible. Therefore this product is no

7、t of satisfactory quality, fit for the purpose described as laid down by the law.,Complaint about a service provided to you On date, I rented, was provided with etc. a service etc. at location. I am disappointed because the service you provided etc. was unsatisfactory, unfinished, defective etc. bec

8、ause state the problem as you understand it, giving as many details as possible. This is in breach of our contract as laid down by the law.,Faulty product,Im afraid that the enclosed cell phone doesnt work. It is the third one Ive had to return this month (see attached correspondence). I bought it f

9、rom Fortress store at Newtown Plaza, Sha Tin, Hongkong on 9th, October. I was careful to follow the instructions for use, honestly. Other than the three Ive had to return recently, Ive always found your products to be excellent.,Outstanding service problem,I really need your help with this. Your eng

10、ineer Mr. Robert called for the third time in the past ten days to repair our computer at the above address. He was unable to carry out the repair once more because the keyboard was again not compatible. (I attach copies of the service visit reports.) Your engineers have been excellent as always, bu

11、t without the correct parts they cant do the job required.,Sample for the second paragraph,To resolve the problem I would appreciate your state the action you require e.g. refund, service performed again etc. To resolve the problem, I would appreciate it if you could (state the specific action you w

12、antmoney back, charge card credit, repair, exchange, etc.). Enclosed are copies of my records (include copies of receipts, warranties, canceled checks, contracts, model and serial numbers, and any other documents).,Id be grateful if you could send a replacement and refund my postage (200 dollars). C

13、an I ask that you look into this to ensure that the next service visit resolves the matter. Please telephone me to let me know how youd like to deal with this. When the matter is resolved Id be grateful for a suitable refund of some of my service contract costs.,Sample for the last paragraph,I look

14、forward to hearing from you and to a resolution of this problem. I will wait for set a time limit before seeking help from consumer group, a consumer protection agency or the Better Business Bureau etc. Please contact me at the above address or by phone give numbers.,Some tips if you are making a real complain.,Keep a copy of the complaint letter for your records. Type your letter if possible. If it is handwri