Letter of Complaint Format Class Xi

LETTER OF COMPLAINT
Complaint Letter Format
SENDER’s ADDRESS- The sender’s address is usually put on the top left-hand corner of the page.
DATE- The sender’s address is followed by the date just below it, i.e. on the left side of the page.
This is the date on which the letter is being written. It is to be written in expanded form.
Ref. No- 03/25/XYZ/2021
RECEIVER’s ADDRESS- Whether to write “To” above the address depends on the writer’s
preference. Make sure you write the title/name/position etc of the receiving official, as the first line of
the address.
SALUTATIONS- This is where you greet the person you are addressing the letter to. Bear in mind
that it is a formal letter, so the greeting must be respectful and not too personal. The general greetings
used in formal letters are “Sir” or “Madam”.
SUBJECT- Then we sum up the purpose of writing the letter in one line. This helps the receiver
focus on the subject of the letter in one glance. It is important to underline the subject.
BODY- This is the main content of the letter. It is either divided into three paragraphs or two
paragraphs if the letter is briefer. The tone of the content should be formal. Do not use any offensive
language. Another point to be kept in mind is that the letter should be concise and to the point. And
always be respectful and considerate in your language. It should include-
1. Short introduction paragraph- Provide details about the product or service that is the subject of the
complaint. Include dates, location, and the specifications about the item or service.
2. State the issue with item or service. Provide details as to the cause. This may include malfunction,
billing issues, details that were not disclosed, etc.
3. Indicate how you would like them to resolve your problem. Provide specifics about what you’re
seeking.
4. Indicate you are including copies of the transaction document.
5. Indicate you look forward to their reply within a specific time period.
Indicate that they can contact you about the issue and provide your contact details
COMPLIMENTARY CLOSE– At the end of your letter, we write a complimentary closing. The
words “Yours Faithfully” or “Yours Sincerely” are used.
SIGNATURE– Here finally you sign your name. And then write your name in block letters beneath
the signature followed by your designation. This is how the recipient will know who is sending the
letter.

Complaint Letter Writing Tips
1. Although the motive of the complaint letter is to vent out your grievance and frustration, it is
imperative that you use a tone that is polite and simple. Try to be formal and avoid using offensive
and disrespectful words.
2. Make sure that you introduce yourself properly.
3. The purpose of writing should be loud and clear.
4. Do not deviate from the topic and write to-the-point.
5. Make sure you adhere to the format as it carries marks.
6. Underline the subject of the letter with a pencil. Also, underlining the main points is very important,
but it is advisable that you do it after finishing your exam. Use a pencil and scale for underlining.
7. Make sure you double-check for grammatical accuracy and spellings. They carry marks.
8. Leave an adequate number of lines between paragraphs to make it look clean.
9. The presentation is very important.
10. Read a lot of letters to get an idea.
QUESTION: Write a letter to the in-charge of the text-books section of NCERT, New Delhi
complaining about the non-availability of textbooks even one month after the beginning of the new
session. You are Rohit Rana reading in St. Xavier’s School, Delhi.
Answer:
Examination Hall
St. Xavier’s School
Delhi
March 1, 2021
Ref. No: 03/28/XSD/2021
North-west Supervisor
NCERT Office
Pitampura, Delhi
Subject- Complaint regarding non-availability of textbooks.
Respected Sir/Madam
This is to bring to your notice that even after a month of commencement of classes; the latest
NCERT textbooks are not available at any bookstore.
Students have to attend school without textbooks. Some are borrowing the older
versions of their seniors with the out-dated syllabus. This is resulting in problems in learning and
understanding. The lectures teachers are delivering are not having an effective impact on the
students.
Books play an important part in learning and Sir/Madam; I hope you understand the
intensity of the situation. I request you to undertake quick action in making the books
available as soon as possible. I hope my complaint does not fall on deaf ears.
Yours Sincerely
Rohit Rana

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Letter of Complaint Format Class Xi

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LETTER OF COMPLAINT

Complaint Letter Format

Ref. No- 03/25/XYZ/2021

Ref. No: 03/28/XSD/2021

Subject- Complaint regarding non-availability of textbooks.

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