1. Complaint
Letters
A Complaint Letter is a type of letter
written to address any type wrong doing, offence, grievance, resentment arising
out of a product, service etc. Complaint Letters are used to raise your
concerns about unfair things and seek a productive outcome. They are also used
to vent out your pent up emotions arising out of your suffering or bad
experience. It is a fundamental right and duty of a citizen to seek justice
arising out of any injustice, which is initiated by a Complaint. Complaint
letters then, become your First Step towards your Consumer Rights. They inspire
other hassled consumers, influence the concerned authorities towards taking
proper action and make the defaulters more liable, responsible and responsive.
This is because unresponsive behaviour of the offender is liable to a
Punishable Court Proceeding or an Expensive Lawsuit.
Writing complaints letters is an essential responsibility
of the victim whilst seeking positive outcomes. Complaint Letter writing is not
only a pre-warning for the offender but also a chance for them to rectify their
act in time. These letters are not just meant for defective products, service they can also be written towards any
injustice happening in the society, like ‘Smoking in Public’,
‘Misuse of Water by any Person or
an Organisation’ and any issue happening in society which needs
to be addressed.
Anyone can complaint through
letter if there is a legitimate reason. Anyone can write a letter to the administration regarding the pollution,
water supply, traffic problems, shortage of electricity etc. You
don’t need to be a lawyers or an influential person. All you need to do is to
learn to write a complaint letter in an appropriate manner with all the
relevant information included. In the matter contained here, you will get all
the tips to write a complaint letter.
Types of Complaint Letters
Complaint letters are of
different types and different reasons and depending upon that they can be
categorised accordingly.
Depending on the level of an
organisation or an individual these can be:
1. Personal Complaint Letters
When a letter is written at a personal level by an
individual it is called as Personal Complaint Letter. These are written by
consumers to get refund, replace a product etc. These are also written
for grievances’ regarding a service or any issue affecting the individual or
society at large.
2. Professional Complaint
Letters
When a letter is written on behalf of an organisation
it is called known as Professional Complaint Letter. These letters have the
backing of an organisation and are mostly related to professional items and
services.
Complaint Letter Samples :
Example For An Complaint Letter :
PT. DUTA SANDIWARA INTERNASIONAL
Jln. Armada Timur Satu No.22
Ujung Pandang 10003
Sulawesi Selatan
|
23rd July, 1993
Mr. Paul R.Halim
Marketing Manager
PT. Jakarta Electronic
23 Jln. Mangga Lima Raya
Jakarta 20001
Dear Mr. Halim,
We regret to have to
complain about late delivery of the television we ordered from you on 22
June. Although you had given us a guarantee in delivery within 2 weeks, we
didn’t receive them until yesterday.
Unfortunaetely, there
has been a smilar delay on the previous occasion and this compels us to say
that business between us cannot be continued in such a bad condition.
We have felt in
necessary to make our feelings known since we cannot give reliable delivery
dates to our customers unless we can count on undertakings given by our
suppliers.
We hope you will
understand how we are placed and that from now we can rely upon punctual
completion of our orders.
Yours sincerely,
Riyanto Sugandha
Purchase Manager
|
Question
About Complaint Letter :
1.
Why did
Mr. Riyanto send the letter?
Answer : Delay in receipt of goods
2.
When did
they order the televisions?
Answare : On 22 June
3.
Have
they received their order?
Answer : Haven't
received it yet
4.
Who was
the television for?
Answer : Customer
5.
Did they
still want to continue business with PT. Jakarta Electronic?
Answer : Do
not want to continue business with PT. Jakarta Electronic
2,
Application Letters
An application letter is a cover letter, a
sales letter, and a marketing tool all in one and it should accompany a
professional resume any time a person applies for a job.
Its main objective is to get the applicant in the door for an interview and must be written well enough to attract the attention and interest of the person with the power to recommend or grant one.
The scope should include compelling information that will convince the reader that the qualifications outlined in the resume are strong enough to make an applicant a candidate.
Its main objective is to get the applicant in the door for an interview and must be written well enough to attract the attention and interest of the person with the power to recommend or grant one.
The scope should include compelling information that will convince the reader that the qualifications outlined in the resume are strong enough to make an applicant a candidate.
Identify Your Reader
An application
letter should be addressed to the person who is in charge of screening and
hiring new employees. That person's name should be placed in the inside heading
and salutation of your application. It should also be included on the top line
of your envelope.
Remember that people do business with people first, businesses second. When you address your reader by name, you recognize their individual importance and value as a human being.
Remember that people do business with people first, businesses second. When you address your reader by name, you recognize their individual importance and value as a human being.
Establish Your Objective
The objective of an application letter is to
attract the attention of an employer. It acts as a cover letter for your resume
and should provide enough personal information to convince the reader to grant
you an interview.
The qualifications you provide a potential employer should be included on your resume. Your cover letter should indicate that you are a suitable candidate and attract attention to your resume.
The qualifications you provide a potential employer should be included on your resume. Your cover letter should indicate that you are a suitable candidate and attract attention to your resume.
Determine Your Scope
The scope of your application letter should include those
things that are specific to obtaining your objective - convincing the reader to
grant you an interview. You should be brief, but include such things as:
Remember, you are requesting an interview. Specify times
at which you are available and the methods by which you can be contacted.
Organize Your Letter
Organizing your application letter will establish
a logical order in which to present your information. You have already begun
this task by establishing an objective and determining your scope. Refer back
to them. Together they include much of the content that will become the body of
your letter.
A simple outline will get you organized. Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your application. These points will become the backbone of your draft; your outline will become a checklist.
A simple outline will get you organized. Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your application. These points will become the backbone of your draft; your outline will become a checklist.
Draft Your Letter
Working from an outline is the simplest way to
draft an application letter. You have already organized yourself by creating a
list. Refer back to it and turn each fragment into a full and complete sentence
expressing a single thought or idea.
In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible. Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list.
Keep in mind that you are writing a rough draft. For the moment you can
ignore spelling, grammar, punctuation, sentence and paragraph structure. Those
are technical details that you will pay attention to in the final step when you
review and revise your work.
Close Your Letter
An application letter should close in a
professional manner. Once your last paragraph is written, sign off between a
complimentary close such as "Sincerely," or "Thank you,"
and your printed name.
If you are writing in conjunction with an official duty, place your title below your printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.
Review
and Revise Your Application Letter
Reviewing and revising the draft of
your application letter is a final inspection, a last check to see whether your
objective is clearly stated and your scope concisely defined. Put yourself in
the reader's shoes and ask whether the details are accurate and complete.
Look for obvious errors. Check for
spelling, sentence structure and grammar mistakes. Your complaint should be
direct and to the point, so make sure that you have used a strong active voice.
Keep in mind the overall cohesiveness
of your letter. Look for accuracy, clarity and a sense of completeness. Ask
yourself if the transitions between paragraphs are working and if your point of
view, tone and style are consistent throughout the text.
Examine your word choices carefully.
Ambiguous words lead to confusion. Jargon and abstract terms may not be
understood at all and affectations, cliches and trite language serve no real
purpose and will obscure your objective.
If you
have not written an opening or a closing now is the time. The introduction
should lead into the letter with a firm statement about the position or job you
are seeking. The conclusion should provide your contact information.
Example
For An Application Letter :
Jln.
Museum Raya No. 3
Jakarta
10002
February 14, 1993
Mrs. Claudis Dresden
Mills Real Estate Ltd
14 Jln. Cassava Raya
Jakarta 12001
Dear Madame,
I would like to apply for the post of
secretary that Mills Real Estate advertised in today’s Jakarta Times.
As you can see in my curriculum vitae, my
education and work experience as personal secretary have given me excellent
secretarial skills.
I enclose my curriculum vitae and would be
glad to meet you for an interview any day after 20 February.
I look forward to hearing from you.
Your
faithfully
Linda
R. Smith
Enc
Curriculum Vitae
|
Question
About Application Letter :
1.
What position
was Linda R. Smith applying for?
Answer : Apply for a secretary
position
2.
How did
she know the vacancy at Mills Real Estate?
Answer : Advertising In Jakarta
3.
What did
she enclose with her application letter?
Answer : Curriculum Vitae
4.
When would
she be available for an interview?
Answer : Every day after February
20
5.
Where was
the vacancy advertised?
Answer : In Jakarta
