Write a letter to the retailer to complain. In the letter: – Explain why you are unhappy – Request a refund – Make arrangements to return the damaged item
Customer service representative,
I am writing
this
letter to express my dissatisfaction about a phone I purchased recently through your website.
I received my order yesterday and it was in a horrible condition. Firstly
, I was dissapointed
to see that the packaging was damaged. And when I opened the box, the phone screen Correct your spelling
disappointed
also
had several cracks on it. I believe this
was damaged during shipping. However
, it is not in a condition to use.
Therefore
, I would like to request a refund for this
item as I am not interested to proceed
with an exchange.Please kindly send me the details regarding the return procedure and arrange shipment for the return.
Change preposition
in proceeding
Thankyou
Correct your spelling
Thank you
Submitted by dip18thilini on
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greeting and closing
Ensure your letter starts with a proper greeting targeted to the recipient. Instead of 'Customer service representative,' using 'Dear Sir/Madam,' or 'To whom it may concern,' adds a formal touch.
greeting and closing
End your letter with a formal closing sentence and your name. You could use 'Yours faithfully,' followed by your name if you started with 'Dear Sir/Madam'. This makes your letter more professional.
complete response
Your letter successfully explains why you are unhappy, requests a refund, and makes arrangements to return the damaged item. However, to further enhance task achievement, you could provide specific details, such as the order number and purchase date.
logical structure
Provide a clear structure by starting with an introduction, followed by a paragraph for each of the points you're addressing (unhappiness, refund request, returning the item), and conclude with a closing statement. This would enhance logical flow.
suitable writing tone
While the tone is mostly suitable, make sure to maintain a formal tone throughout the letter. Avoid any casual language, and carefully proofread for spelling errors ('dissapointed' should be 'disappointed'), as this maintains professionalism.
single idea per paragraph
Each paragraph generally sticks to a single idea which is good for coherence. Enhance cohesion by linking ideas between paragraphs more smoothly with transition words or phrases, such as 'Given these issues,' or 'Consequently,'.
The Greeting
Depending on the style and aim of the letter, you will need to adapt your greeting.
Always start an informal letter in the ways:
- Dear + name
- Hi / Hello + name
‘Dear...’ is more appropriate, so stick with this.
For a formal letter there are two options for the greeting:
- Use Dear Sir or Madam if you don’t know the name of the person you are writing to.
- Use Dear + surname if you do know their name, e.g. Dear Mr Smith or Dear Mrs Jones.