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PPT coursewareforEnglish Complaint LetterFormat目录CONTENTS•Introduction•Format of complaint letter•How towrite agood complaint letter•Example analysisof complaintletters•How toreply to a complaintletter•Summary andsuggestions01IntroductionCHAPTERWhat is a complianceletterA complaintletter is a formalcommunication writtento expressdissatisfactionor disclosureabout aproduct,service,or experienceItis typicallyused toseek revengeor compensationfor againThe lettershould clearlyoutline the issues andprovide evidence or detailsto support the complaintThe importanceof compliancelettersHelps to ensure En co ur ag esc us to me rresponse actionsatisfactionand andresolution ofretention the complaintImprovethe reportof the companyorservice providerThepurpose of writing a complaint letterToformally documentthe Toseek aresolution orTo establisha recordof theissueand communicatethe compensationfor therelevance and assurancecomposites concernsadvancement accounting02Format ofcomplaint letterCHAPTEROpeningsectionSalutationAddress the recipient property,manually startingwithDear andfollowing bythe personstitle andnameExample:Dear Mr.Smith.IntroductionBriefly introducethe purposeof the letter andstatethe natureof thecomplaint Example:I amwriting toexpressmy dissatisfactionwith theservice wereceived.Body partDetailsof theComplaintExplain thespecific issuesor problemsaccounted forin detailBe clear,specific,and objectiveExample:The deliverywas lateand theproduct wasdamaged.Request forActionState thedesired actionor solutionto thecomplaint Thiscould includea requestfor compensation,a refund,or anexplanation Example:We would like a refundfor thedamaged product andareplacement deliveredprompt.Supporting EvidenceProvide any relevantevidenceorinformation tosupport your complaint Thiscouldinclude receipts,photos,or otherdocuments Example:Here is a photoofthe damagedproductand the deliverynote with the promiseddelivery date.End partClosingStatementExpress graduationfor therecipients attentionand timeUse politicallanguageExample:Thank youfor yourattention tothis matter.We lookforwardtoapositive response.SignatureProvide yourname andcontact informationso therecipient cancontactyou ifneeded Example:Sincerely,[Your Name][Your ContactInformation]03How towrite agood complaintletterCHAPTERExpress clearlyUsesimple and clear language01Avoid usingcomplex vocabulariesor longsenses toensurethe readereasily understandsyour messageBespecific02Specify theproblem orissue you are discussingabout indetailAverage generalizationsor vagueOrganizeyour thoughts03Arrange yourpoints in a logicalorder tomake iteasierfor thereader tofollow yourargumentPolytoneUse policyand relevantlanguage01Address thereader withformal meetingsand closures,andavoid usingoffer oraccommodation languageShowgraduation02Start your letter byacknowledging anypositive aspectsof theserviceor product,even ifthey areminimal Thishelps tocreate apositivetoneAvoid emotionaloutbursts03Stay calland rationalthrough theletter,and avoid sounding anyoremotionalProvide evidenceAttachrelevant documentsIf possible,attach anyrelevant documents,such asreceipts,photos,or screenshots,tosupportyour claimMentionspecific datesand timesIfapplicable,include specificdetails aboutwhen andwhere the issue occurredto increase the credibilityof your compositeProvidecontact informationIncludeyour contactdetails incase thereader needsto getin touchwith youfor furtherclarificationor followup04Example analysisofcomplaintlettersCHAPTERExample1of ComplaintLetter•Summary:This letterisacomplaint abouta faultyproductdelivered to the customerThe customer detailsthe issues they have faced dueto theproducts defectsandrequests arefundExample1of Complaint LetterDetailsThe productdelivered was not describedonthewebsiteThe productrepeatedly brokerdown,causing inconvenienceto thecustomerExample1of ComplaintLetter01The customerhas attackedtocontact theseller forasolution buthas notreceiveda satisfactoryresponse02The customer requests arefundand compensationforthe inconvenience causedExample2of ComplaintLetter•Summary:This letterisacomplaint abouta serviceprovided bya travelagency Thecustomerdetails the issuestheyhavefacedduring theirholiday andrequests arefund or compensationExample2of ComplaintLetterDetailsThe travelagency providedan inferiorservice thatpromised inthecontractThe hotelaccommodation wasnot upto thestandards promisedExample2of Complaint LetterThe customeraccounted forseveral issuesduring theirholiday,includingflight delaysand cancellations,and hadto changetheir travelplansfrequentlyThe customerrequests arefund ofthe costoftheholiday orcompensationfor theinconvenience causedExampleThree ofComplaintLetter•Summary:This letterisacomplaint aboutarestaurants serviceand foodquality Thecustomerdetailstheissuestheyhave facedduringtheir diningexperience andrequests arefundorcompensationExampleThree ofComplaintLetterDetailsThefood servedwasnotfresh andtreatedblankThe servicewas slowandthewaiter wasrudeand unprofessionalExampleThree ofComplaintLetterTherestaurants facilitieswere notclean andthe toolswereinapoor stateof repairThecustomerrequestsarefundof theirmeal orcompensationfor thepoor serviceand foodqualityexperience05How toreply toacomplaintletterCHAPTERExpress apologiesExpresssince apologiesfor anyinconveniencecaused01Understand thecomplaint andshow empathyfor the02situationUse politelanguage andavoidsoundingdefensive or03argumentativeSolving problemsIdentifythe rootcause ofthecomplaintand1address iteffectivelyOffer solutionsorcompensationto resolve2the issueBeproactive incorrecting thesituation and3ensuring thatit doesnot recurStayin touchKeepthe compositeinformed ofthe progressmade inresolving their01issueProvide contactinformation incase ofthe compositeneeds further02assistanceFollow upafter thecomplaint hasbeen resolvedtoensuresafety0306Summary andsuggestionsCHAPTERSummarize thekey pointsofwritinga complaintletter0102030405Start with…State thep…Describe theState yourClose with…problem requestsUsea formalmeeting,Begin byclearly statingProvideadetailed Specifywhat youwould Endyour letterwith asuchas Dearthe purposeof yourdescription oftheissuelike therecipient todo formalfarewell,such asSir/Madam,or theletter Explainwhy youor problemyou areto resolveyour issueBe Yourfaithful,orname ofthe companyor arewriting andwhat experiencingInclude specificandclearabout Sincerely,followed byindividualyouareaction youwouldlikerelevant dates,times,your requestsyour signatureaddressingtherecipientto takeand anyrelevantevidence ordocumentsSuggestions forreaders•Read thecompanys customerservice guidelines:Before writingacomplaint letter,familiarize yourselfwiththecompanys customerserviceguidelines toensure thatyourletteris formattedand wordedappropriately•Keep a copy oftheletter:Always keepacopyofyourcomplaintletterfor yourrecords Thiswill helpyou ifthereis anyfusion orneed forfurther communication•Address thecomplaint prompt:Ifpossible,address yourcomplaint assoon aspossible aftertheissueoccursThis willincreasethelikelihood ofa swiftresolution•Be politicaland attentive:When writingyourcomplaintletter,be politicaland attentivetotherecipient Useformallanguage andavoid emotionaloutbursts orcausative language谢谢THANKS。