VII. Comlaint letter

1. Read the information how to write a complaint letter.

With a well-written complaint letter you can:

- Clearly make your complaint to the person(s) involved.

- State plainly and directly your reason(s) for making the complaint.

- Indicate what the reader can or should do to address your complaint, and specify how long you are willing to wait to have your complaint resolved. (Be reasonable.)

- Communicate clearly, but respectfully, that you are dissatisfied with the service you have received.

- Explain why your suggestion or request for retribution should be granted (if you made one).

2. Read the example of complaint letter

Dear Sir or Madam, I am writing to complain about a wrong delivery.

I ordered a medium-sized short-sleeved apple-green shirt. But you sent me two extra-large long-sleeved shirts in horrible black and cherry red.

As if this were not enough, I waited three weeks instead of your promised four-days time of delivery.

You can imagine how disappointed I am to have received this package. I feel that your company is directly to blame.

I am, therefore, writing to return this package. You wrote that the colour I ordered is not available. Please send me an alternative for the shirt in other colours or I will have to request an immediate refund of the money I spent on the shirt.

I look forward to receiving your prompt reply. Yours faithfully

3. Write a complaint letter using these prompts.

Your name Address City, State, Zip Code Date

Mr. (or Ms.) ___________________________ (if you have a contact name) Company name Address City, State, Zip Code

Dear Mr. (or Ms.) ___________________________:

I want to inform you of my dissatisfaction with (name of the product with the serial number, or the service performed). I purchased this item (or service) on (date of purchase) at (location of purchase).

My complaint concerns (the reasons for your complaint). To solve the problem, I would like (state the specific action you desire for satisfaction).

I look forward to your reply and resolution of my complaint and will allow two weeks before referring it to the appropriate consumer agency. If you need to call me, my daytime telephone number is (area code and telephone number).

Thank you for your assistance and cooperation in this matter.

Sincerely,

Your name

Enclosures (Include copies of all related records do not send originals.)

VIII. Memo

A memo is a professional document, designed to be read quickly and passed along rapidly, often within a company or work group.  E-mail messages are the most common form of memo.

In fact, "memo" comes from the Latin memorandum, "a thing which must be remembered." 

While a memo generally requests or delivers a quick response to a specific question, it may also be a compact version of a short report.  Most memos are characteristically brief and they allow readers to scan efficiently and respond quickly. Some memos can be very short, some can be longer. For example,

Memo

To: Health & Safety Committee

From: Joe Chan, Chairperson, H&S Ctte

Date: 12 Jun '07 

Subject: Room change for next meeting

The meeting on Saturday, 14 July has been changed to Room 101.

Memo

To: Katherine Chu, Regional Manager

From: Stephen Yu, Sales

Date: 12 June 2007

Subject: Notification of My Resignation

I am writing to inform you of my intention to resign from G & S Holdings.

I have appreciated very much my four years working for the company. The training has been excellent and I have gained valuable experience working within an efficient and professional team environment. In particular, I have appreciated your personal guidance during these first years of my career.

I feel now that it is time to further develop my knowledge and skills base in a different environment.

I would like to leave, if possible, in a month's time on Saturday, 14 July. This will allow me to complete my current workload. I hope that this suggested arrangement is acceptable to the company.

Once again, thank you for your support.

The material at the top of the memo always includes the date, the names of the writer and the receiver of the memo, and the subject of the memo.