Complaint Letter

A Complaint LetterParangtritis Beach Hotel

December 30th, 2011

Dear Sir,I am one of your customers staying in your hotel. I am planning to

stay for a week from December 30th, 2011 to January 5th, 2012. So, today is my first day here. I stay in room no. 217. As I stay here, I don’t find any convenience as stated in your brochure. It is said that all rooms face to the beautiful view of Parangtritis. On the other hand, I get a room which views to the dumping area. It smells bad and very terrible.

I have always wanted to be your customer in my visit to Yogyakarta and I want to keep it forever if I get a good service from you. Otherwise, I would have to look for another hotel which gives good service.

I hope to hear from you very soon.Yours faithfully,

Yulia Mufarichah

Reply to Complaint LetterParangtritis Beach Hotel

December 31st, 2011

Dear madam,

Thank you for your letter of December 30th,

2011. we are pleased to hear that you have planned to

stay for a week in Yogyakarta, but we must apologize

for the inconvenience of your condition here.

We are promised to fix the condition. Our

officers will be willing to help you in moving all of your

stuffs.

Once again, please accept our apologies for

this condition.Yours faithfully,

Eko Supriyadi

How to write a complaint letter

There are five components that we can see in Letters of complaint. They are B, P, S, W, C. Here is the detail:1. Background2. Problem - cause and effect3. Solution4. Warning (optional)5. Closing

1. BackgroundIn this section, the writer describes the situation he/ she has; e.g.

• I am writing to inform you that the goods we ordered last week from your company have not been supplied correctly.

• I am writing to inform you of my dissatisfaction with the food and drinks at the 'Suka Mampir Restaurant' on Wednesday, 12 February 2011 at 04. 00 p.m.

• I would like to inform you that something is being worst to my new TV which I just have bought it in your store.

• I would like to inform you that something is being worst to my mobile phone.

(You can write it by your own statement)

2. Problem –Cause and Effect

In this section, the writer may tell about the cause and effect to the matters which is faced by writer. Look at the following example of statements

Cause:Now look at the following statements!• On 10 February 2011 we placed an order with your

firm for 100 electric vouchers for mobile phone. The consignment arrived yesterday but contained only 90 electric vouchers for mobile phone.

•  I stay in room no 217. As I stay here, I don’t find any convenience as stated in your brochure. It is said that all rooms face to the beautiful view of Parangtritis

Effect:• This incident put our shop in a difficult

position, as we had to make some emergency purchases to fulfill our commitments to all our customers. This caused us considerable inconvenience.

• After spending several wasted hours trying to register in this way, the computer would not accept my application.

• This large number of errors is unacceptable to our customers, and we are therefore unable to sell these books.

3. SolutionIn this section, the writer suggests or gives the solution to what problem he/ she gets; e.g.•  I am writing to ask you to please make up the

shortfall immediately and to ensure that such errors do not happen again.

• Could I please ask you to look into these matters.• Please send us a corrected invoice for $ 100• I enclose a copy of the book with the errors

highlighted. Please re-print the book and send it to us by next Friday.

• Please service your customer well

4. Warning (Optional)

In this section, the writer may warn to the person or institution he/ she complains. This section is not always appeared on the complaint letter. It means that the writer may write it or not (optional). E.g.:• Otherwise, we may have to look elsewhere for

our supplies.•  I'm afraid that if these conditions are not met,

we may be forced to take legal action.• If the outstanding fees are not paid by Friday, 20

February 2011, you will incur a 10% late payment fee.

• I will never buy it again in your shop.

5. Closing

In the last section, the writer state thankfulness

and his/ her hope.. E.g.

• I look forward to receiving your explanation of

these matters.

• I look forward to receiving your payment.

• I look forward to hearing from you shortly.

• The heading of the complaint letter consists of the writer real and complete address and the date when the complaint letter is written.

• Don’t forget to fill “Inside address”. E.g. : The Director of Firman Company, The Owner of MAKMUR Electronic Shop, The Headmaster of SMA 1, etc.

• Use salutation; “Dear Sir, Dear Sir and Madam, Dear Mr. Amri, etc.”

• Use Closing salutation; “Yours faithfully, Your Customer, Your Students, etc.”

• Don’t forget to sign your signature and mention your real name!

Notes!

Task!Make a letter of complaint and the reply to your complaint based on one of the situations below!

1. You bought a digital camera from the internet. It costs very high. But when you want to use it, it is unable to take picture.

2. You went to the mall to buy a dress. After paying it you went out of the mall, but suddenly the alarm went out. Apparently the cashier forgot to replace the alarm device attached to the dress. You were ashamed and wanted to tell the management of the mall about the carelessness of the worker.

THANK YOUGOOD LUCK!