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Complaint letter in English. How to write a letter of complaint and a letter of apology in English. Email address in English

Documents containing claims against the other party to the transaction or the tortfeasor are called claims. This section contains examples of the most common documents of this type in civil circulation. Using the examples and information to them, it will not be difficult to make a claim on your own. In addition, the site has the opportunity to ask a lawyer a question to adapt the published example of a claim to a specific situation.

Each of us must have made a claim. Most often, these are consumer claims, the requirements of which are related to the operation of the Law on the Protection of Consumer Rights. We posted not only a general example of a consumer complaint, but also certain types such a document: a claim for the elimination of defects, for the return of goods, for the return Money etc. Filing a consumer claim is mandatory before going to court with a claim for consumer protection.

Another type of mandatory claim is a claim to change the contract and to terminate the contract. This applies to any contracts, whether concluded with individuals as well as legal ones.

Examples of claims for individual treaties: purchase and sale, contract, lease, loan (claim on receipt). Each article must indicate whether the preparation of a claim in this case is mandatory or is simply advisory in nature.

Separate types of claims are claims for damages (before filing a claim for damages in an accident, from the bay of an apartment, etc.). The basis for their submission is not a transaction, but an action, the consequence of which was the infliction of damage.

Claim as evidence in a civil case

When the obligation to send a claim is expressly provided for by law, filing a claim without providing evidence of filing a claim will result in the return of the claim. And then the plaintiff will be forced to first send a claim and only then go to court again.

Often the claim procedure for resolving a dispute is provided for by the contract itself. Although any correspondence containing requirements and allowing to establish on the basis of what (agreement, actions, etc.) such a letter was sent can be considered as a claim, we recommend that in such cases it is recommended to draw up a pre-trial claim.

On the site you can download samples of claims for the most common legal relations. In addition, examples of filing claims for specific life situations are given and recommendations are given for their correct preparation.

Letter of Complaint in English - samples with translation

letter of complaint against English language, despite the negative content, should be made in a reproachfully polite form. You need to write complaints very carefully, so that from the meaning of the letter it becomes clear to the reader that you just want to convey certain information to him, and not quarrel.

Start your letter by providing detailed information about products or services.
Clearly state the subject of the complaint.
Indicate how you would like to solve the problem (to resolve the problem).
Please indicate which documents you are attaching. These can be copies of receipts, guarantees (copies of receipts, guarantees).
It will not be superfluous to indicate the time period during which you expect to receive an answer and a solution to the problem. Choose your timing wisely.

Let's look at examples of such letters with translation.

Tip: do not forget about the application form at the beginning of the letter, sign the letter, indicate your full address so that they can send you a response. Don't forget the address, even if you're sending the letter via email (you may get a reply via regular mail).

Dear Mr. berkson,

On July 6 I bought a refrigerator at your shop, 30 Park Avenue. Unfortunately, your product has not performed well, it was already broken. I am disappointed because I can't use it. To resolve the problem I would appreciate if you could make a refund or exchange the product. I look forward to your reply and resolution to my problem.

Let's study the translation of this complaint.

Dear Mr Berkson,

On July 6th, I bought a refrigerator from your store located at 30 Park Avenue. Unfortunately, your product did not work, it was already broken. I'm upset because can't use it. I will be grateful that you make a refund or exchange of goods to solve the problem. I am waiting for your reply and resolution of my problem.

Look at another example of a complaint letter, pay attention to how a dissatisfied customer makes it clear to the store manager that the answer should not be delayed.

On September 23 I contacted your service center, 83 Baker Street, to repair a TV. The TV still does not work properly and I was billed the full amount for repair. Enclosed the copies of guarantees and checks. I look forward to your reply and will wait until September 30 before seeking help from a consumer protection agency.

Dear Mr Miller,

On September 23, I contacted your service center at 83 Baker Street regarding the repair of the TV. The TV still doesn't work properly and I was billed for complete renovation. Attached are copies of the guarantee and receipts. I await your response and will wait until September 30th before seeking help from the Consumer Protection Society.

Tip: Keep a copy of the email you sent.

The following complaint letter in English was written by a dissatisfied restaurant customer.

"Dear Sir or Madam,

I dined with my family at your restaurant on 1 st October at 9.00 pm. We were planning to enjoy our dinner and to celebrate an important event for us. I should tell you that our visit to your restaurant was very disappointing. The waiter (tall red-haired man) was very unfriendly, he didn't answer our questions and was very rude. He dared to make improper comments which was very outrageous.

Our friends recommended the place for its top-class service and fine food. We were very dissatisfied and shocked. I would like to know what are you going to do to rectify the poor service you are offering to your clients?

I look forward to receiving a response.

Note: dissatisfied customer the name or gender of the director of the restaurant is unknown, so he uses the classic phrase "Dear Sir or Madam".

Let's look at the translation of the complaint and learn some new vocabulary.

I had dinner with my family at your restaurant on October 1st at 9 pm. We planned to enjoy dinner and celebrate an important event for us. I must inform you that visiting your restaurant was a disappointment. The waiter (tall red haired man) was very unfriendly, he didn't answer our questions and was very rude. He dared to make indecent comments, which was very outrageous.

Waiting for your reply.

To perform - perform work.
Unfortunately - unfortunately.
To be broken - to be broken.
To be disappointed (disappointing) - to be upset (disappointing).
In addition - in addition, besides.
To bill - issue an invoice.
Amount - amount.
To resolve (resolution) - decide (decision).
Properly - properly.
Enclosed - attached.
Consumer protection agency - Society for the Protection of Consumer Rights.
To enjoy - enjoy.
To celebrate - to celebrate.
To be rude - to be rude.
Improper - obscene.
Dissatisfied - dissatisfied.
Shocked - shocked.
To rectify - correct, correct.

Complete your vocabulary with a few more phrases from the video:

The letter must contain all the necessary information regarding this service or product. Write the full name and description of the product, the date of purchase or service indication, etc. Your goal is to explain all the details, but not to overload the letter with unnecessary details. In addition, you must specify your wishes, conditions and terms for troubleshooting.

To whom should this letter be addressed?

When purchasing goods or concluding a contract for the provision of services, you receive a contact address or phone number of a person who can solve all the difficulties that have arisen. Usually in small companies these issues are decided by the owner of the company. In mid-level organizations - his deputy or senior management. AT large companies there is usually a customer service department that deals with such matters.

What are the main parts of a letter?

1. Introduction

Dear (Contact Person):
Appeal

2. An introduction containing information about the purchased product or service.

I am writing to draw your attention to a problem in your customer service section.
I am writing to bring to your attention a problem in the customer service department.

I wish to complain in the strongest possible terms about the treatment I received from a member of your staff
I would like to complain about your employee's treatment of me.

I am writing to express my strong dissatisfaction with the goods I received this morning.
I am writing to express my dissatisfaction with the products received this morning.

I am writing to complain about the quality of the product I purchased on-line from your website.
I am writing to express my dissatisfaction with the quality of the products ordered on your website.

I am writing in connection with the negative attitude of a member of your staff.
I am writing in connection with the negative attitude of a member of your company.

The equipment I ordered has still not been delivered, despite my phone call to you last week to say that it was needed urgently.
The ordered equipment has not yet been delivered, despite the fact that I already called you last week and said that it is required immediately.

To resolve the problem, I would appreciate it if you could (state the specific action you want-money back, charge card credit, repair, exchange, etc.). Enclosed are copies of my records (include copies of receipts, guarantees, warranties, cancelled checks, contracts, model and serial numbers, and any other documents).
To solve the problem, I would be grateful for the option if you (your requirements are indicated: returned the money, credit, carried out repairs, exchanged, etc.) Copies of documents are attached (attach copies of the receipt, warranty card, canceled checks, contracts and others the documents.)

I look forward to your reply and the resolution of my problem, and will wait until (set a time limit) before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at (home and/or office numbers with area code).
I am awaiting your reply with a solution to my problem and will wait until (deadline given) before contacting a consumer advocacy organization for assistance. Contact me at the following address or phone number (address and phone number are indicated)

Please deal with this matter urgently. I expect a reply from you by tomorrow morning at the latest.
Please resolve this issue immediately. I expect your reply no later than tomorrow morning.

I insist on a full refund otherwise I will be forced to take the matter further.
I insist on full reimbursement of expenses, otherwise I will be forced ...

Unless I receive the goods by the end of this week, I will have no choice but to cancel my order.
If I do not receive this item by the end of the week, I will have no choice but to cancel the order.

I hope that you will deal with this matter promptly as it is causing me considerable inconvenience.
I hope you deal with this matter immediately, as this is causing me serious inconvenience.

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Complaint letter in English. We complain competently

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In business practice and everyday life, there are situations when it is necessary to write a letter of claim, when, for example, a low-quality product has arrived or a service has been provided that angers you.

Before you sit down to write such a letter, first of all, make sure that you are objectively right. A complaint letter can be sent either by e-mail or by fax, if the subject matter of the complaint is immaterial. If the situation is serious, then it is better to send it by mail, possibly with a notification.

Gather all the necessary information. Describe the problem concisely, write to the point and in a clear logical sequence.
Indicate what actions you think should be taken and when you expect them to be implemented.
Attach copies of all supporting documents to the letter.

Regardless of the degree of your indignation, in no case should you use rudeness and get personal.
You should not allow yourself to get sidetracked from the main problem, delving into critical remarks about the company and the quality of its services.
You should not send a letter without first checking it for grammatical and punctuation errors.

Start your letter with a greeting Dear Mr (or Mrs, Ms, Miss, etc.) Surname.
If you do not know the name of the person you are addressing, start your letter with Dear madam or Dear Sir; if you don't know the recipient's gender, use Dear Sirs or Dear Sir or Madame.

The beginning of the letter should draw the reader's attention to the issue being disclosed. For example, We are writing to complain about…, We would like to complain…, We are writing with reference to Order#…, We would like to express our dissatisfaction with… or Thank you for your letter of…
Get to the heart of the matter as soon as possible, stating the reason you are writing in a clear and concise manner. Once you've done that, you can add a few details and facts.
At the end of the letter, state your expectations, for example, We would appreciate if you could let us know as soon as possible what actions you suggest taking or We look forward to hearing from you regarding this misunderstanding within the next seven days.

The wording of the conclusion has a standard format:

If you know the person to whom you are addressing the letter, you need to end it with the phrase Yours sincerely.
If you start your complaint letter with Dear Sir or Dear madam, it must end with the phrase Yours faithfully.
Your name must be printed under the signature.

And remember: complaint letters are not letters of accusation, they are designed to draw attention to an error or misunderstanding and correct them. Such letters should be written with the understanding that in most cases the supplier of the equipment or service is also interested in solving the problem.

Examples / samples with translation

For those who have no time to read textbooks: a quick guide to writing business letters in English

A large collection of standard phrases for business letters on various topics

Standard phrases for starting, continuing and ending a business letter in English

Turnovers with prepositions for writing a business letter

Marketing and Advertising

Competition announcement
Promotion Announcement
Gift certificate cover letter
Cover letter for gift voucher
Cover letter for customer survey questionnaire
Letter to the new VIP card holder
Plumbing Sale Letter
Invitation to open a new store
Invitation to the opening of the spa complex and sanatorium
new product demonstration invitation
Proposal for a product demo
Offer to test a new product
Offer to advertise in a magazine
Presentation of the new magazine
Presentation of the company and offer of cooperation
Company introduction and cooperation offer (2)
Offer of travel agency services
Offer of health insurance services
Telephone operator service offer
Telephone operator service offer (2)
Telecom company offer
Offer from site creators
Product offer
Offer of furniture factory products
Thanks to the customer for the good review
Contacting the client for feedback and suggestions
Contacting a client for a positive recommendation (1)
Appeal to the client for a positive recommendation (2)
Ad Examples
See also subsections: Offer, Presentation, Invitation

Organization of a business trip, booking a hotel, tickets

Claim, reclamation, complaint, request

Request for charitable help

Applications for employment, study, internships, as well as letters of recommendation see the page "Summary"

30 comments on " Business letters in English»

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Read and study various examples of complaint letters in English. Letters are presented with translation into Russian.

Letter 1

7834 17th Street

Detroit, Michigan

9034 Commerce Street

Detroit, Michigan

I am writing to inform you that yesterday I got my new TV set which was delivered by your delivery service. The package was undamaged so I signed all documents and paid the rest of the sum. But when I unpacked it I found several scratches on the front panel. I would like you to replace the item or give me back my money. Please let me know your decision within 2 days.

From: Mr. Jack Lupin

7834 17th Street, Detroit, Michigan

To: Electronics Ltd

9034 Commerce Street, Detroit, Michigan, USA 90345

Dear Sirs,

I am writing to inform you that yesterday I received my new TV, which was delivered by your delivery service. The packaging was without visible damage, so I signed all the documents and paid the remaining amount. But when I opened the package, I found a few scratches on the front panel. I would like to replace the TV with another one or get my money back. Please let me know your decision within 2 days.

Sincerely,

Jack Lupine

Letter 2

Mr William Black

7834 Grand Street

9034 Denver Street

February 24, 2012

I would like to let you know that one of your employees was rude with me. I am the permanent client of your café and have lunches here almost every day and have never seen such bad service. It happened yesterday and I have 2 witnesses of improper behavior of one of the waiters. The waiter's name is Kate Sullivan. She was rude while taking the order and serving me. I would like you to take measures to prevent such incidents in the future.

From: Mr. William Black

7834 Grand Street, Dallas, Texas

To: Food&Co

9034 Denver Street, Dallas, Texas, USA 90345

Dear Sirs,

I would like you to know that one of your employees was rude to me. I am yours regular customer and dine at your place almost every day, but have never experienced such bad service. This happened yesterday, I have 2 witnesses to the inappropriate behavior of one of the waitresses. Her name is Kate Sullivan. She was rude when she took the order and served me. I would like you to take steps to prevent similar incidents in the future.

Sincerely,

William Black

Letter 3

9034 Cooper Street

Fresno, California

9034 Cooper Street

Fresno, California

A week ago I asked one of the specialists in your Department, Paola Hendricks, to help me answer one question concerning my rights as an employee. She gave me an answer but I had some doubts about it and decided to make my own research, found necessary information and consulted with a lawyer. The lawyer confirmed my research and said that her answer was absolutely wrong. As it was very important for me to know the right answer and I could have become a victim of the wrong information, I would like to complain about the mistake of one of your specialists which cost me time and money. Please let me know your opinion about the situation.

yours sincerely,

From: Jerry Parrow, Sales Manager, StanleyCo Ltd

To: Ms. Sally Swift, Human Resources Manager, StanleyCo Ltd

9034 Cooper Street, Fresno, California

Dear Sally,

A week ago, I asked one of the experts in your department, Paola Hendrix, to help me answer a question regarding my rights as an employee. She answered me, but I still had doubts, and so I decided to do my own research, found the necessary information and consulted with a lawyer. The lawyer confirmed that I was right and said that her answer was absolutely wrong. Since it was very important for me to know the correct answer, and I could simply suffer because of incorrect information, I would like to complain to you about the mistake of your specialist, which cost me time and money. Please, tell me your opinion on this situation.

Sincerely,

Jerry Parrow,

Sales Manager

Letter 4

9034 East Street

Electroworld Ltd

I am regretting that I have to complain about the delivery service of your company. On June, 5 I bought a washing machine in your shop and ordered delivery. According to the contract it had to be delivered yesterday in the morning that is between 9 a.m. and 12 a.m., but it was delivered at 03.30 p.m.! When it was almost 12 a.m. I called the delivery department and they promised to deliver a washing machine in half an hour. But I had been waiting for more than 3 hours after that until it was delivered. I think it is absolutely inappropriate situation and I need to have some compensation because I had to miss the whole working day and lost my salary for it.

From: Jim Morrison

9034 East Street, Sacramento, California, USA 90345

To: Electroworld Ltd.

4567 Marconi Street, Sacramento, California

Dear Sirs,

I'm sorry to have to complain about your company's delivery service. On June 5, I bought a washing machine in your store and ordered delivery. According to the terms of the contract, it was supposed to be delivered yesterday morning between 9 and 12 o'clock, but it was delivered only at half past four! Around 12 I called the delivery department and they promised to bring my order within half an hour. But I waited more than 3 hours before the machine was delivered. I believe this is an absolutely unacceptable situation and I need compensation because I missed a whole day of work and will not receive payment for it.

Sincerely,

Jim Morrison

Letter 5

9034 Cooper Street

Fresno, California

4567 Golden Street

Fresno, California

On May, 31 I gave you my computer to be repaired in your company. There were troubles with loading. I paid for repairing and got it back a week later on June, 7. At first everything was ok, but two days later the trouble returned. I would like you to take it back for repairing as soon as possible without any additional payments. I attach all receipts and our contract of repairing. If you assume that you have already done your best to repair my computer, then I would like to get my money back so that I could repair it in another company. I look forward to your reply and a resolution to my problem.

From: Fred Thompson

9034 Cooper Street, Fresno, California, USA 90345

To: Mr. Jim Frank, CEO Soft Plus

4567 Golden Street, Fresno, California

Dear Mr Frank,

On May 31, I gave you my computer for repair in your company. He had problems downloading. I paid for the repair and got it back a week later on June 7th. At first everything was in order, but after 2 days the problem returned. I would like to return it for repair as soon as possible at no additional charge. I enclose all receipts and repair agreement. If you think you've already done everything you can to fix my computer, then I'd like to get my money back so I can get another company to fix it. I look forward to your reply and solution to my problem.

Sincerely,

Fred Thompson

A letter of complaint in English, despite the negative content, must be written in a reproachfully polite form. You need to write complaints very carefully, so that from the meaning of the letter it becomes clear to the reader that you just want to convey certain information to him, and not quarrel.

Start your letter by providing detailed information about products or services.

Clearly state the subject of the complaint.

Indicate how you would like to solve the problem (to resolve the problem).

Please indicate which documents you are attaching. These can be copies of receipts, guarantees (copies of receipts, guarantees).

It will not be superfluous to indicate the time period during which you expect to receive an answer and a solution to the problem. Choose your timing wisely.

Complaint Letter Samples

Let's look at examples of such letters with translation.

Dear Mr. berkson,

Let's study the translation of this complaint.

Dear Mr Berkson,

Look at another example of a complaint letter, pay attention to how a dissatisfied customer makes it clear to the store manager that the answer should not be delayed.

Dear Mr Miller,

On September 23, I contacted your service center at 83 Baker Street regarding the repair of the TV. The TV still doesn't work properly and I was billed for a complete repair. Attached are copies of the guarantee and receipts. I await your response and will wait until September 30th before seeking help from the Consumer Protection Society.

Tip: Keep a copy of the email you sent.

The following complaint letter in English was written by a dissatisfied restaurant customer.

"Dear Sir or Madam,

I look forward to receiving a response.

Note that the dissatisfied customer does not know the name or gender of the restaurant director, so he uses the classic phrase "Dear Sir or Madam".

Let's look at the translation of the complaint and learn some new vocabulary.

Waiting for your reply.

Vocabulary from letters

To perform - perform work.
Unfortunately - unfortunately.
To be broken - to be broken.
To be disappointed (disappointing) - to be upset (disappointing).
In addition - in addition, besides.
To bill - issue an invoice.
Amount - amount.
To resolve (resolution) - decide (decision).
Properly - properly.
Enclosed - attached.
Consumer protection agency - Society for the Protection of Consumer Rights.
To enjoy - enjoy.
To celebrate - to celebrate.
To be rude - to be rude.
Improper - obscene.
Dissatisfied - dissatisfied.
Shocked - shocked.
To rectify - correct, correct.

Complete your vocabulary with a few more phrases from the video:

Complaint letter - examples of letters of complaint in English

Read and study various examples of complaint letters in English. Letters are presented with translation into Russian.

Letter 1

7834 17th Street

9034 Commerce Street

I am writing to inform you that yesterday I got my new TV set which was delivered by your delivery service. The package was undamaged so I signed all documents and paid the rest of the sum. But when I unpacked it I found several scratches on the front panel. I would like you to replace the item or give me back my money. Please let me know your decision within 2 days.

From: Mr. Jack Lupin

7834 17th Street, Detroit, Michigan

To: Electronics Ltd

9034 Commerce Street, Detroit, Michigan, USA 90345

I am writing to inform you that yesterday I received my new TV, which was delivered by your delivery service. The packaging was without visible damage, so I signed all the documents and paid the remaining amount. But when I opened the package, I found a few scratches on the front panel. I would like to replace the TV with another one or get my money back. Please let me know your decision within 2 days.

Mr William Black

7834 Grand Street

9034 Denver Street

February 24, 2012

I would like to let you know that one of your employees was rude with me. I am the permanent client of your café and have lunches here almost every day and have never seen such bad service. It happened yesterday and I have 2 witnesses of improper behavior of one of the waiters. The waiter's name is Kate Sullivan. She was rude while taking the order and serving me. I would like you to take measures to prevent such incidents in the future.

From: Mr. William Black

7834 Grand Street, Dallas, Texas

9034 Denver Street, Dallas, Texas, USA 90345

I would like you to know that one of your employees was rude to me. I am your regular customer and I dine with you almost every day, but I have never experienced such bad service. This happened yesterday, I have 2 witnesses to the inappropriate behavior of one of the waitresses. Her name is Kate Sullivan. She was rude when she took the order and served me. I would like you to take steps to prevent similar incidents in the future.

9034 Cooper Street

A week ago I asked one of the specialists in your Department, Paola Hendricks, to help me answer one question concerning my rights as an employee. She gave me an answer but I had some doubts about it and decided to make my own research, found necessary information and consulted with a lawyer. The lawyer confirmed my research and said that her answer was absolutely wrong. As it was very important for me to know the right answer and I could have become a victim of the wrong information, I would like to complain about the mistake of one of your specialists which cost me time and money. Please let me know your opinion about the situation.

From: Jerry Parrow, Sales Manager, StanleyCo Ltd

9034 Cooper Street, Fresno, California

To: Ms. Sally Swift, Human Resources Manager, StanleyCo Ltd

A week ago, I asked one of the experts in your department, Paola Hendrix, to help me answer a question regarding my rights as an employee. She answered me, but I still had doubts, and so I decided to do my own research, found the necessary information and consulted with a lawyer. The lawyer confirmed that I was right and said that her answer was absolutely wrong. Since it was very important for me to know the correct answer, and I could simply suffer because of incorrect information, I would like to complain to you about the mistake of your specialist, which cost me time and money. Please, tell me your opinion on this situation.

Sales Manager

9034 East Street

I am regretting that I have to complain about the delivery service of your company. On June, 5 I bought a washing machine in your shop and ordered delivery. According to the contract it had to be delivered yesterday in the morning that is between 9 a.m. and 12 a.m., but it was delivered at 03.30 p.m.! When it was almost 12 a.m. I called the delivery department and they promised to deliver a washing machine in half an hour. But I had been waiting for more than 3 hours after that until it was delivered. I think it is absolutely inappropriate situation and I need to have some compensation because I had to miss the whole working day and lost my salary for it.

From: Jim Morrison

9034 East Street, Sacramento, California, USA 90345

To: Electroworld Ltd.

4567 Marconi Street, Sacramento, California

I'm sorry to have to complain about your company's delivery service. On June 5, I bought a washing machine in your store and ordered delivery. According to the terms of the contract, it was supposed to be delivered yesterday morning between 9 and 12 o'clock, but it was delivered only at half past four! Around 12 I called the delivery department and they promised to bring my order within half an hour. But I waited more than 3 hours before the machine was delivered. I believe this is an absolutely unacceptable situation and I need compensation because I missed a whole day of work and will not receive payment for it.

Letter of complaint in English (letter of complaint), complaint and letter of demand (claim)

It is no secret that business correspondence is based not only on requests and suggestions, but also on complaints that one side may make to the other. So, a letter of complaint in English or, as it is also called, a complaint letter is a presentation of a claim, the validity of which is determined based on the essence of the requirements. So, a letter of complaint can have several types based on the type of complaint. In addition, there is also a letter of demand, which implies not just a complaint, but compensation for some damage, a refund, etc. Therefore, it is necessary to determine what a complaint and a demand are, give an example in English for both types of correspondence, and also list possible types of such documents.

Characteristics of a letter of complaint

If the purchased product does not meet the quality declared by the manufacturer or supplier;
If a certain product does not match the quantity declared in advance at the time of purchase;
If the price of the goods has been changed without prior agreement with the buyer.

It is important to remember that, despite the pretentious mood of the author of the letter, the text must be in a certain style, it must not contain rude remarks or expressions, otherwise the document cannot be classified as business correspondence, and such a letter will be considered as a clear violation of business ethics.

A sample letter, as a rule, includes a number of formatting rules. So, the classic version of the letter of complaint implies the presence of the following items in the text:

Name of the party (organization) submitting the complaint;
Grounds for claim: number indicated in a specific application, invoice, contract, etc.
Name and quantity of goods;
Evidence (if any) of the damage received;
Specific claims for compensation for all damages.

Writing a letter of complaint is not difficult, especially if you use the typical phrases and constructions often used in such correspondence. Below are the following expressions with translation:

I am writing to you to complain about the service… - I am writing to you with a complaint about the service…
I regret to inform you that…
You can imagine our disappointment when… - You can imagine our disappointment when…
You can imagine our feelings when… - You imagine our feelings when…
I feel we deserve ... - It seems to me that we have the right to count ...

As you can see, when translating such phrases into English, the meaning is not distorted and the essence of the complaint is quite traceable.
Below is one of the options for how you can write a complaint:

Response to a complaint

Characteristics of a demand letter

A letter of demand is a lot like a complaint. However, the sender of such a document, as a rule, is an official who intends to collect certain compensation, goods or other services from the second party, referring to legal grounds. So, for example, banks quite often use such correspondence, demanding from their customers to pay the debt and sending the Tex on official letterhead.

It can also be a requirement to provide documents, one party writes to the other, for example, in order to obtain proof of identity. As a rule, the letter of claim is typical letter to demand payment from debtors. All information about the payment, the amount of debt and possible terms is usually indicated in the text so that the recipient has complete information about the issue and possible consequences.

Below is a letter of demand for payment of debt, a sample of which can be used as a template for compiling a document of this type. The phrases used in it are often typical of such correspondence and may well be used as a cliché:

Thus, all the above-mentioned rules for writing complaints and claims should be taken into account, since even such letters with obvious negative connotations must be drawn up in accordance with the basics of business ethics so that the sender is not accused of excessive rudeness and ignorance. In addition, well-drafted claims or claims significantly increase the chances that the claims stated in the documents will be satisfied and the sending party will remain satisfied.

Complaint letter

To whom should this letter be addressed?

When purchasing goods or concluding a contract for the provision of services, you receive a contact address or phone number of a person who can solve all the difficulties that have arisen. Usually in small companies these issues are decided by the owner of the company. In mid-level organizations - his deputy or senior management. In large companies, there is usually a customer service department that deals with such issues.

What are the main parts of a letter?

1. Introduction

Name of Contact Person
Full name of recipient (if known)

Title, if available
company name
Company name

Consumer Complaint Division
Customer Service

street address
City, State, Zip Code
Company address

Dear (Contact Person):
Appeal

2. An introduction containing information about the purchased product or service.

On (the 1st of July), I (bought, leased, rented, or had repaired) a (name of the product, with serial or model number or service performed) at (location and other important details of the transaction).
On July 1, I (purchased, rented, rented, repaired) (full name of the product with serial number or type of service) at ... (other important information about the transaction is indicated below)

I am writing to draw your attention to a problem in your customer service section.
I am writing to bring to your attention a problem in the customer service department.

I wish to complain in the strongest possible terms about the treatment I received from a member of your staff
I would like to complain about your employee's treatment of me.

I am writing to express my strong dissatisfaction with the goods I received this morning.
I am writing to express my dissatisfaction with the products received this morning.

I am writing to complain about the quality of the product I purchased on-line from your website.
I am writing to express my dissatisfaction with the quality of the products ordered on your website.

I am writing in connection with the negative attitude of a member of your staff.
I am writing in connection with the negative attitude of a member of your company.

3. Description of the problem

Unfortunately, your product (or service) has not performed well (or the service was inadequate) because (state the problem). I am disappointed because (explain the problem: for example, the product does not work properly, the service was not performed correctly, I was billed the wrong amount, something was not disclosed clearly or was misrepresented, etc.).
Unfortunately, your product (service) does not meet the required requirements, because (problem is indicated). I am disappointed because (the situation is explained: for example, the device does not work well, I was presented with the wrong amount for payment, something was not explained)

Please deal with this matter urgently. I expect a reply from you by tomorrow morning at the latest.
Please resolve this issue immediately. I expect your reply no later than tomorrow morning.

I insist on a full refund otherwise I will be forced to take the matter further.
I insist on full reimbursement of expenses, otherwise I will be forced ...

Unless I receive the goods by the end of this week, I will have no choice but to cancel my order.
If I do not receive this item by the end of the week, I will have no choice but to cancel the order.

I hope that you will deal with this matter promptly as it is causing me considerable inconvenience.
I hope you deal with this matter immediately, as this is causing me serious inconvenience.

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How to write a letter of complaint and a letter of apology in English

Writing formal letters is not an easy task, especially when you have to write them in English. But there is a way to do it quickly and easily - use ready-made templates phrases. In this article, we will tell you how to write a complaint letter and an apology letter in English and what phrases to use for this. We will also attach samples of these letters in English so that you can write your letter from them.

By the way, we have already talked about how to write other types of formal letters in the article "How to write a letter of request and a letter of application in English." We recommend that you read this article. Also, don't forget to read our guide on how to write email in English.

Complaint letter in English. Letter of complaint

As the name implies, we write a complaint letter in English when we are dissatisfied with something. For example, we want to draw the attention of management to poor service, incorrect behavior employee or complain about a defective product.

Compared to other types of letters, a letter of complaint is the most emotional letter. Most often it is colored with negative emotions: discontent, irritation, anger. Nevertheless, one should not describe one's discontent in all colors and bright epithets, and certainly one should not stoop to rudeness and insults. Letter of complaint refers to the formal look of the letters, so the tone should be kept official. Agree, there is hardly a person who wants to read a letter full of personal insults and then solve the problem that has arisen.

If the purpose of your complaint is to draw attention to some shortcomings, then it is better to keep the tone of the narrative neutral. In the case of serious claims, one should adhere to a persistent, sometimes even demanding tone. Let's see what phrases we will use in such letters.

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2016-07-27

Here you will find 5 sample application letters. All of them are given with translation into Russian.

Letter 1

7834 Divino street

Chicago, Illinois

9034 Groom Street

Chicago, Illinois

I would like to apply for the job of courier in your company. I need a part-time job and I am ready to work at the time convenient for you. I have a car for long distances and a bicycle for going round the city. I am very communicative and reliable. More information about me you may learn from my resume attached here.

From: Mr. Tom Garrison

7834 Divino Street, Chicago, Illinois

To: Trend & Fashion

Dear Sirs,

I would like to apply for a courier position in your company. I need a part-time job, I am ready to work at a time that is convenient for you. I have a car for long trips and a bike for city trips. I am a very communicative and responsible person. For more information about me, please see my CV attached to this letter.

Sincerely,

Tom Garrison

Letter 2

7834 Central street

Chicago, Illinois

9034 Groom Street

Chicago, Illinois

I have just completed my final year at the University of Chicago and would like to apply for a position of Marketing Specialist in your company. I do not have any work experience but I have a great wish to become the part of your company and do my best for its success. I attached my CV so that you can learn more information about me. You may invite me for an interview at any time convenient for you. Thank you for your time.

From: Mr. Andrew Roll

7834 Central Street, Chicago, Illinois

To: Trend & Fashion

9034 Groom Street, Chicago, Illinois, USA 90345

Dear Sirs

I just graduated from the University of Chicago and would like to work for your company as a Marketing Specialist. I have no work experience, but I have a great desire to become part of your company and do everything possible for its success. I have attached my CV so you can learn more about me. You can invite me for an interview at any time convenient for you. Thank you for your time.

Sincerely,

Andrew Roll

Letter 3

7834 East street

Chicago, Illinois

9034 Groom Street

Chicago, Illinois

With reference to your vacancy for Office Manager I am sending you my CV attached to this letter. I have an experience of working as a secretary for 2 years in a small company where I had no career prospects. I am the Bachelor of Business Administration and so I think my education would allow me to make a significant contribution to your company. I would be very grateful if you consider my application.

From: Ms. Kira Stan

7834 East Street, Chicago, Illinois

To: Trend & Fashion

9034 Groom Street, Chicago, Illinois, USA 90345

Dear Sirs

In response to your vacancy for an office manager, I am sending you my CV attached to this letter. I have experience as a secretary for 2 years in a small company where I had no career prospects. I have a bachelor's degree in management and therefore I think that my education will allow me to make a significant contribution to your company. I would be very grateful to you if you consider my application.

Sincerely,

Kira Stan

Letter 4

7834 Paradise street

Chicago, Illinois

9034 River Street

Chicago, Illinois

My name is Steve and I am writing in response to your advertisement. I am looking for a job of mechanic. I have experience of work as a mechanic in service center and appropriate education. I decided to move to your area that is why I apply for your job. I am a reliable person and would be a good worker for you. You may invite me for an interview at any time. Thank you for your attention.

From: Mr. Steve McGonagall

7834 Paradise Street, Chicago, Illinois

To: Chicago Motors

Dear Sirs,

My name is Steve and I am writing in response to your job posting. I am looking for a job as a mechanic. I have experience as a mechanic in a service center and the relevant education. I have decided to move to your area, so I am applying for your position. I am a responsible person and will be a good worker for you. You can invite me for an interview at any time. Thank you for your attention.

Sincerely,

Steve McGonagall

Letter 5

7834 Show street

Chicago, Illinois

general director

9034 River Street

Chicago, Illinois

Dear Mr Cornwell,

I am writing to apply for the job of volunteer worker. I saw this vacancy in Evening News this week. I have experience in volunteering – last year I helped immigrants to find temporary homes and job. As a volunteer in your company I would like to teach English for immigrants in our country or abroad if necessary. I graduated with excellent marks this year and would like to be useful in your company helping people.

From: Ms Ann Peters

7834 Shaw Street, Chicago, Illinois

To: Mr. Cornwell, General Manager, Helpin Hand

9034 River Street, Chicago, Illinois, USA 90345

Dear Mr Cornwell,

I write because I want to be a volunteer. I saw a job posting in the Evening News this week. I have experience as a volunteer - last year I helped immigrants in finding temporary housing and work. As a volunteer in your company, I want to teach English to immigrants in our country or abroad if required. I graduated from school with excellent marks this year and I want to be useful in your company, helping people.

Sincerely,

In contact with

Ashikhmina Irina. School №145, Samara, Russia
Essay in English with translation. Nomination Documents, letters, resumes.
A letter of complaint
I am writing to complain about a DVD player I bought online from your company two weeks ago.
Unfortunately, a DVD player has not performed well, because its disc tray keeps getting stuck. I am disappointed, because my new disc is stuck in disc tray and I cannot get it out.
Furthermore, I was waiting for an order more than it should. On the website dates were established from two days to a week, but I waited for two weeks, despite my phone call to your company to say that it was needed last week. When the order came, I was billed the wrong amount.
I should be grateful if your company could send me replacement and money for the moral damage as soon as possible. I look forward that you will deal with this matter.
yours sincerely,
Irina Ashikhmina
Dear Mr Hunt,
I am writing to complain about a DVD player I bought online from your company two weeks ago.
Unfortunately, the DVD player broke down as its drive wouldn't slide out. I'm disappointed because my new disc is stuck in the drive and I can't eject it.
Moreover, I waited for the order more than I should have. Dates were set on your site - from two days to a week, but I waited for two weeks, despite my calls to your company, when I said that the order was needed last week. When the order was delivered, I was given the wrong invoice.
I would be very grateful if your company would send me a replacement and money for moral damages as soon as possible. I really hope you solve this problem.
Sincerely,