PowerPoint Presentation

[Audio] I am priyanka v from erode sengunthar engineering college today I am going to talk about how to write a complaint letter.

[Audio] Hear I would like to discuss about What is a Letter of Complaint? A complaint Letter is a written communication used to raise your concerns with a product, service or to address other types of grievances. The purpose of the letter is to address the problem and seek a productive resolution. Think about this: You buy a Mobile Phone from Amazon. When it arrives, you plug it in, but it doesn't work. You're not happy! You want to ' complain' to someone about it, and either get another one or get money back. A letter of complaint, is a letter that we write which informs the recipient that we are unhappy about the situation, product or service we have received. The word recipient means Person who receives the letter..

[Audio] In this slide I would like to discuss about set by set process of writing a complaint letter They are Opening and greeting should be in formal tone. The reason for writing which means why your writing this complaint letter Next you have to talk about A brief description of the situation, product or service that we are unhappy about. How we want the recipient to 'solve the problem'. You have to give suggestion to solve your problem. At last you have give a proper Closing note like "I am waiting for your positive reply" Sign off with yours sincerely or faithfully Its very important to keep the letter in formal and polite tone..

[Audio] In this slide we are going to talk about how to open complain letter. A complaint letter is a 'formal' letter. so our opening needs to be formal.If we don't know the name of the person we're writing to: To whom it may concern, If you don't know the name of the recipient then you have to use Dear Amazon Customer Service Assistant, hear you have use capital letter for each word Dear hear 'D' capital for Amazon 'A' capital for customer 'c' capital for Service 's' capital for Assistant 'A' capital or Dear Manager, In some cases we may know the name of the recipient at that time you can mentioned it as Dear Mr. Ram,.

[Audio] Next paragraph of the letter should contain Reason for Writing the Letter Now that we have written the opening, in our first sentence, we give our reason for writing the letter. I am writing this letter to convey my disappointment when a mobile that i had brought, arrived was not working. convey: means ( show) Other ways of starting the first sentence: would be I am writing to you with great concern about.. I am writing to complain about...

[Audio] Next paragraph should talk about the fault of the product what you have received For example: I bought the mobile phone off your site 3 days ago. I paid 20,000 Rs and extra 2000 Rs for packaging and postage. When it arrived I plugged it in to test it, but it failed to work. I believe it is faulty. Hear the word Faulty means doesn't work/ broken With this information our recipient will knows exactly why we have written the letter. It's very clear from the start..

[Audio] Now lets see How we want the recipient to 'Solve the problem' For example I would appreciate you looking into the matter so as to ascertain the cause of malfunction. Kindly either replace the mobile phone, or refund my money back Look into the matter means investigate/ see what the problem is To ascertain means to find out Malfunction means not working The letter should be kind and we need to stay polite! When saying what we want, we use 'imperative' verbs they are replace, refund, send, bring, give.. We should not use (to, no ing, no modal verbs).

[Audio] Next we should give a clear closing note It could be I look forward to your response Other ways of closing: I await your reply I would appreciate your immediate response Please write to me at your earliest convenience At your earliest convenience: as soon as possible This is the final sentence of your letter, before you 'sign off'. here, you let the recipient know that you are waiting for them to get back to you.

[Audio] We have come to the end of the complaint letter it is signing off To 'sign off' is to write your final part. If you know the name of the person you are writing to(Mr. Ram..) we write: Yours sincerely, (Your name) If you don't know the name of the person you are writing to (to whom it may concern, Mr. Bank Manager..) We write: Yours Faithfully (Your name).

[Audio] Ok, now Let's put it all together Dear Amazon customer Service Assistant, I am writing this letter to convey my disappointment when a mobile that I had brought, arriver broken. I bought the mobile from your site 3 days ago. I paid 20000 and an extra of 2000 for packing and postage. When it arrived, I plugged it in to test it, but it failed to work . I belive it is faulty. I would appreciate your looking into the matter so as to ascertain the cause of malfunction. Kindly either replace the mobile, or refund my money back. I look forward to your response. Yours faithfully We have started the letter with dear amazon customer service assistant so we have signed off with Yours faithfully Incase if we have start the letter with name of the recipient then you have to signed off with yours sincerely.

[Audio] We can have a quick sum up Today we have discussed about What is a Letter of Complaint? A complaint Letter is a written communication used to raise your concerns with a product, service or to address other types of grievances. The purpose of the letter is to address the problem and seek a productive resolution. Next I talked about Parts of a complaint letter They are Opening / Greeting Reason for Writing the Letter Brief description of the Situation and I talked about How we want the recipient to 'Solve the problem' At last I have talked about Closing format and signing off In opening statement we have talk about the problem directly without beating around the bushes next part is about a Brief description of the Situation in this part I talked about the description of the problem what was the fault with the product and why your upset next I have talked about how to solve the problem at last I have discussed about the closing note and I gave examples for closing note last but not least we have to close the letter by Signing off.

[Audio] Thank you all for your wonderful time.. undefined.