You recently purchased a product from an online store and are unsatisfied about its quality. Now, you want to avail refund for the product but are unaware of the company’s return and refund policy. Write a letter to the customer relationship officer requesting information about the refund policy and in your letter, write: • Why you are writing • Why you are seeking refund • When you want refund
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Respected Customer Officer,
I would like to express my dissatisfaction with the quality of the
product
which I ordered through your reputed online platform Shoppee. Hence
, I need your support to understand the company's refund
policy and request a full refund
.
Last
month, I ordered a juicer from your online portal but when it got delivered I was appalled by the product
's poor quality, where the buttons were broken and visible stains can be seen across its body. I had a
high hope for the quality of your items on seeing the advertisements, Remove the article
apply
whereas
I experienced the complete opposite in reality. Thus
, I would like to request a full refund
for this
product
. However
, I cannot able to find the company's return & refund
policy on the portal. Hence
, seeking your guidance in helping me with that information about claiming refunds for damaged goods.
I am planning to buy another juicer product
by next month and hence
, requesting you to attend to this
issue soonest and send me the refund
in 2 weeks time. Also
, I have enclosed my order receipts and photos of the product
delivered along with
this
letter for your kind reference.
Yours faithfully,
RamSubmitted by nusramkumar on
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task achievement
To achieve a higher task response score, clarify the request for a refund policy information. Including more specific details about when you received the product would also add clarity.
coherence cohesion
Consider making your request for guidance on the refund policy more explicit and distinct from your explanation of the problem with the product to enhance coherence.
suitable writing tone
Your letter maintains a polite and formal tone, which is suitable for addressing a customer relationship officer.
logical structure
The letter has a clear logical structure, starting with the reason for writing, followed by the issue with the product, and ending with the request for a refund.
single idea per paragraph
Each paragraph focuses on a single idea, contributing to overall clarity.
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.