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Complaint letter

When you write a complaint letter, fax, or email:

  • send the complaint as soon as possible;

  • explain the situation clearly;

  • suggest a way of solving the problem;

  • be polite;

  • don't apologize for complaining.

You can use these expressions to begin your message:

I am writing to complain about...

I am writing about a problem with ...

I am writing in reference to...

Note: The first two sentences have a stronger complaining tone than the third.

You can add extra information about a topic, like this:

I am writing to complain about order # 7214-649. (extra information)

It arrived yesterday.

I am writing to complain about order # 7212 649, which arrived yesterday.

Explaining the situation. First, say what the problem is:

We regret to inform you that…

I am sorry to say that ….

Unfortunately, the goods were damaged, the shipment arrived late, you sent us the wrong model, the work was unsatisfactory.

Then give details:

We ordered TS400 models, but we received TS300.

There are cracks in the walls.

The plastic casings were scratched in several places.

The promised delivery date was January 22, but it arrived February 6.

If necessary, add any further information:

We enclose a copy of the order.

Please find enclosed a photocopy of the shipping order.

I am attaching photographs of the damage.

Writing claim letter

A claim letter is a letter that you write to a company to point out a problem. Some problems that you write about in claim letters include: receiving the wrong products, receiving damaged products, or receiving an incorrect invoice.

Before you write the letter, make sure you have all the information about the problem. If necessary, contact other people in your company. Ask them if they have anything to add.

The body of a claim letter generally has four parts.

Part Content

Opening - Explain the problem.

Focus - Give your reaction.

Action - Give a solution.

Closing - Thank the reader.

Example

In a recent shipment from New Tech Answers, there were two problems: we received the wrong manuals and our account was incorrectly billed.

We are returning—under separate cover—the two copies of TM-0035-3.

Please send us the two (2) manuals that we ordered. Also please correct our account, no. 594-NT..

Thank you for your attention to this matter.

In business letters, you should always use a formal writing style. One point to remember is that you should not use contractions. Contractions are used in informal or personal correspondence.

Informal: We didn't receive TM-0053-3 or TM-GQ56-7.

Formal: We did not receive TM-0053-3 or TM-0056-7.

Informal: We can't complete your order because Item 42-A is back ordered .

Formal: We cannot complete your order because Item 42-A is back ordered.

Business correspondence should be concise. Being concise means that you should use as few words as possible. One way to be concise is to use modifiers, such as descriptive adverbs.

Not concise: Our account was billed with a lot of different mistakes in it.

Concise: Our account was incorrectly billed.

A dash (—), or a pair of dashes, can sometimes be used instead of a comma, colon, or parentheses. Dashes can add information, show emphasis or set off lists.

We are returning—under separate cover—the two copies of TM-GOSSS.

The damaged package —the one sent by overnight mail—was refused by the recipient.

The order form containing the information—date, time, and cost of the shipment—was delivered by messenger.

Sample Claim Letter

Recar Merchandising Joseph Subdivision Quezon City July 15, 2008

Mr. Rino Castro Sales Marketing ABC Trading # 451 Apple St. Muntinlupa

Mr. Castro,

My order No. X-458176 of July 15, 2008 for three dozen boxes of face powder and five cartons of liquid astringent arrived today. The shipment was so badly damaged that the merchandise cannot be used.

I am accordingly shipping it back to you by express C.O.D., expecting you to send a duplicate shipment at once. You will be able to determine whether the damage was due to faulty packing or improper handling by the express company.

Such accidents are bound to occur occasionally, and I am not finding fault with your usually excellent service; but since I wanted this merchandise for my Friday sale on August 1, I shall appreciate your letting me know whether or not I can expect the new shipment not later than August 15.

Yours truly,

Esmeralda Crisostomo

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