Mastering the Art of Writing a Letter of Complaint

• Engels
• Middelbare school
• vwo
• Leerjaar 6

Mastering the Art of Writing a Letter of Complaint

Learning Objective

At the end of the lesson, you will be able to effectively write a formal letter of complaint at B2/C1 level.

Understanding the Purpose

A formal letter of complaint is written to express dissatisfaction with a product, service, or situation.

• Problems with online orders, such as late deliveries or missing items.
• Complaints about government services, such as delayed passports or permit issues.
• Unhelpful or rude behavior from customer service representatives.
• A consumer encounters quality issues with a purchased item and seeks resolution.

Structural Elements

A letter of complaint typically consists of:

• a formal introduction, 
• a detailed description of the issue, 
• supporting evidence, 
• a closing (including what you hope to achieve).

Language and Tone

Use formal language, 

clear and concise sentences, 

maintain a polite but assertive tone.

Example of a Letter of Complaint

Useful Phrases

Opening Sentences:

• I am writing to express my dissatisfaction with...
  
• I wish to bring to your attention a matter of great concern.
  
• I am writing to formally register a complaint regarding...
  
• I am writing to request your immediate attention to a pressing issue.
  
• I hope this letter finds you well, but I must bring to your notice...

Useful Phrases

Body Paragraph Sentences:

• Firstly, I would like to outline the specific problem I encountered.
  
• To provide context, I would like to explain the circumstances leading up to this issue.
  
• It is regrettable that despite my previous attempts to resolve this matter, the problem persists.
  
• I have attached relevant documentation as evidence of the issue at hand.
  
• I believe this situation falls short of the standards set forth in your company's policies.
  
• I request that you investigate this matter promptly and take appropriate corrective actions.
  
• I trust that you will take this matter seriously and make the necessary improvements to prevent future occurrences.
  

Useful Phrases

Closing Sentences:

• I look forward to a prompt resolution of this matter.
  
• Your prompt attention to this issue would be greatly appreciated.
  
• Please acknowledge receipt of this complaint at your earliest convenience.
  
• I expect to hear from you within [specify a reasonable time frame] regarding the steps you plan to take.
  
• Should this issue remain unresolved, I may need to explore other avenues for assistance.
  
• I hope that this complaint serves as an opportunity for your organization to improve its services.

Write your own letter of complaint

You have recently come across several videos on TikTok that contain false and damaging rumors about your fellow students and teachers. These rumors are not only harmful but also have the potential to tarnish the reputation of individuals and disrupt the school environment. 

Your task is to write a formal letter of complaint to the school principal addressing this issue.

Guidelines

Audience: Your letter will be addressed to the school principal. Write with the assumption that they are unaware of the issue and require a formal complaint to take action.

Content: In your letter, you should: Introduce yourself briefly (e.g., name, grade, and class).

Clearly state the purpose of your letter: addressing the spread of damaging rumors on TikTok.

Describe the specific rumors you have come across and how they are affecting the school community. Explain the potential consequences and harm caused by these rumors.

Request the school's intervention to address this issue and protect the reputation of students and teachers. Suggest possible actions or solutions that the school can take to mitigate the situation. Express your hope for a prompt resolution.

Tone: Maintain a formal and respectful tone throughout the letter.

Length: The letter should be approximately 300-400 words.

Deadline = September 26th

Grading Criteria: Your letter will be evaluated based on the following criteria:

• Clarity and organization of ideas.
  
• Use of formal language and appropriate tone.
  
• Correct grammar, punctuation, and spelling.
  
• Effectiveness in addressing the issue and suggesting solutions.
  
• Overall coherence and persuasiveness.
  

Important Note: Please remember to maintain confidentiality and avoid mentioning specific individuals in your letter. Focus on the issue of spreading rumors and the potential harm it can cause rather than singling out any particular person.

Peer Review and Feedback

Students will exchange letters with another pair and provide constructive feedback.