Introduction
There are five components that we can see in Letters of complaint. They are B, P, S, W, C. Here is the detail:
1. Background
2. Problem - cause and effect
3. Solution
4. Warning (optional)
5. Closing
1. Background
In this section, the writer describes the situation he/ she has; e.g.
I am writing to inform you that the goods we ordered last week from your company have not been supplied correctly.
I am writing to inform you of my dissatisfaction with the food and drinks at the 'Suka Mampir Restaurant' on Wednesday, 12 February 2011 at 04. 00 p.m.
I would like to inform you that something is being worst to my laptop.
I would like to inform you that something is being worst to my new TV which I just have bought it in your store.
I would like to inform you that something is being worst to my mobile phone
I would like to inform you that something is being worst to my new house.
I am one of your customers who inform you about my complaint.
(You can write it by your own statement)
2. Problem
In this section, the writer may tell about the cause and effect to the matters which is faced by writer. Look at the following example of statements.
Cause:
Now look at the following statements!
On 10 February 2011 we placed an order with your firm for 100 electric vouchers for mobile phone. The consignment arrived yesterday but contained only 90 electric vouchers for mobile phone.
Firstly, I had difficulty in registering to attend the event. You set up an on-line registration facility, but I found the facility totally unworkable.
We have found 55 spelling in your book.
I stay in room no 215. As I stay here, I don’t find any convenience as stated in your brochure. It is said that all rooms face to the beautiful view of Parangtritis
Effect:
This incident put our shop in a difficult position, as we had to make some emergency purchases to fulfil our commitments to all our customers. This caused us considerable inconvenience.
After spending several wasted hours trying to register in this way, the computer would not accept my application.
I am therefore returning the invoice to you for correction.
This large number of errors is unacceptable to our customers, and we are therefore unable to sell these books.
So. I feel annoyed with condition like this. I can’t be relaxed.
3. Solution
In this section, the writer suggests or gives the solution to what problem he/ she gets; e.g.
I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again.
Could I please ask you to look into these matters.
Please send us a corrected invoice for $ 100
I enclose a copy of the book with the errors highlighted. Please re-print the book and send it to us by next Friday.
Please service your customer well
4. Warning (optional)
In this section, the writer may warn to the person or institution he/ she complains. This section is not always appeared on the complaint letter. It means that the writer may write it or not (optional) .e.g
Otherwise, we may have to look elsewhere for our supplies.
I'm afraid that if these conditions are not met, we may be forced to take legal action.
If the outstanding fees are not paid by Friday, 20 February 2011, you will incur a 10% late payment fee.
I will never buy it again in your shop.
5. Closing
In the last section, the writer state thankfulness and his/ her hope.. e.g
I look forward to receiving your explanation of these matters.
I look forward to receiving your payment.
I look forward to hearing from you shortly.
NOTES:
The heading of the complaint letter consists of the writer real and complete address and the date when the complaint letter is written.
Don’t forget to fill “Inside address”. E.g : The Director of Firman Company, The Owner of MAKMUR Electronic Shop, The Headmaster of SMA 1, etc
Use salutation “Dear Sir, Dear Sir and Madam, Dear Mr. Amri etc”
Use Closing salutation. “Yours faithfully, Your Customer, Your Students etc”
Don’t forget to sign your signature and mention your real name!
