Essay Writing (Formal Letters): Letters of Complaints

Formal letters, designated for offices rather than individuals, maintain an impersonal tone. They should avoid personal greetings and discussions of private matters. These letters encompass various purposes such as:   Correspondence with offices and business establishments. Job applications. Requests. Replies to official letters. Complaints about faulty products. Placing orders for items like books and shoes. […]

Formal letters, designated for offices rather than individuals, maintain an impersonal tone. They should avoid personal greetings and discussions of private matters. These letters encompass various purposes such as:

 

  1. Correspondence with offices and business establishments.
  2. Job applications.
  3. Requests.
  4. Replies to official letters.
  5. Complaints about faulty products.
  6. Placing orders for items like books and shoes.
  7. Invitations, notices, memos, advertisements, and circulars.
  8. Letters to institutions seeking admission, permission, or lodging complaints.
  9. Letters to editors on public interest topics.

 

The primary focus is on complaint letters, which articulate dissatisfaction and the writer’s desire to express their concerns. The opening paragraph often includes expressions like “I regret to inform you that” or “I feel sad to inform you that.” The closing paragraph typically ends with expressions such as “I look forward to an early reply” or “I expect urgent action from you.”

 

Maintaining a serious yet non-rude tone is crucial in complaint letters. Strong requests are indicated using “shall” and “will,” as opposed to the more polite “should” and “would.” Striking a balance is essential, as being too rude may offend the recipient, while excessive politeness might not be taken seriously.

 

Given topics should dictate the letter’s content, avoiding irrelevant details to ensure clarity and conciseness. An example question prompts the writer to compose a complaint letter to the General Manager of a bookshop regarding shortcomings in a nearby branch.

 

The provided guidelines outline the format for formal letters, starting with the sender’s address, date, recipient’s address, salutation, heading, body containing the complaints, and concluding with a formal closing.

 

Additionally, sentence types based on function are categorized into declarative, interrogative, imperative, and exclamatory. Each serves a distinct purpose in communication.

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