Letter of complaint in English with translation. Claim in English example

The content and form of your letter will largely depend on the nature, purpose of the letter and who it is addressed to. The most clear distinction is between business correspondence and personal correspondence. The structure of these letters is approximately the same, but business letters have clear requirements that cannot be violated. Therefore, we will consider in detail the rules for writing formal business letters to English, which pose the greatest difficulty for the sender.

For a long time, business writing has been an essential tool in entrepreneurial and commercial activities. Today, a business letter is a means of exchanging information in the form official document, which may contain a proposal, confirmation, instruction, claim, congratulations... and, accordingly, answers to them. Learning to write letters in English When writing official letters You need to take into account that business correspondence is very different from personal correspondence. There are certain and unchanging canons of writing business letters, compliance with which is mandatory. Business letters must be impeccable in every sense. Even the slightest disregard for the rules can invalidate it.

A business letter has a clear structure, as well as a certain set of details. It is characterized by such features as clarity, conciseness, logical consistency, formality, neutrality, completeness, standardization, and lack of emotional overtones. There are no colloquial, slang expressions, modal verbs, interjections, names with suffixes of subjective assessment. Official - business language provides an objective attitude to the facts presented, deprives of emotionality and subjectivity, and also reflects the logical sequence of the text. Semantic accuracy is also one of the most important conditions in writing a business letter.

In official business correspondence, many different speech cliches are used, which serve to prevent ambiguity in the text. A set of standard cliche phrases was developed as a result of many years of practice business correspondence. They help to express thoughts more specifically and concisely. Such constructions greatly facilitate and speed up writing a letter, since you do not need to waste time selecting the correct wording that matches the situation. Having at your disposal a set of ready-made phrases - clichés, you can compose a business letter by analogy without much difficulty.

Structure of a letter in English

So, let's proceed directly to studying the structure of a business letter and the list of standardized phrases - cliches. The entire text of a business letter is clearly divided into meaningful paragraphs. The red line is not used. Usually used to write such a letter letterhead, which contains all the necessary details of the sender’s company (company logo, name, postal and telegraph address, telephone, fax, bank details).

A sample letter structure might look like this:

1. Sender's address;
2. date(date);
3. Recipient's address (inside address);
4. Salutation;
5. Opening sentence;
6. Body of the letter;
7. Closing sentence;
8. Final polite phrase (complimentary close);
9. Sender's signature (signature);
10. Application (enclosure).

Let's look at each point in more detail.

1. Sender's address usually written in the upper right corner. It is possible to write the address in the upper left corner. The sequence of writing the address is great value. First, you should indicate the house number with the street name, separated by a comma, the apartment number. The next line shows the city and postal code, and the next line shows the country.

17 Hillside Road, Apt. 12
London W13HR
England
5 Nelson Street, Apt. 5
Chicago 19,200
USA

2. Date is indicated below, immediately after the address. There is no period after the address. There are several design options:

3. Recipient's address (inside address) written in the same sequence as the sender's addresses, but lower on the left side.

4. Salutation form will depend on how familiar you are with the person you are addressing and, of course, on gender.

The following expressions are used for strangers:
(Dear) Sir, - (Dear) Sir/Mr.
(Dear) Madam, - (Dear) Madam/Madam,
Gentlemen, - Gentlemen,

To people you don't know well:
Dear Mr. Winter, -Dear Mr/Mr Winter,
Dear Miss Winter, - Dear Mrs. / Miss Winter, (in relation to an unmarried woman)
Dear Mrs. Winter, - Dear Madam/Mrs. Winter, (in relation to a married woman)

In semi-official correspondence you can find such forms as:
Dear Colleague, - Dear colleague,
Dear Editor, - Dear Editor,
Dear Reader, - Dear reader,

The address is written on the left side under the recipient's address and followed by a comma.

5. Opening sentence This is kind of an introductory sentence:
We are writing to enquire about - (We hereby ask you to inform us about... \We are interested in information about...).
We are interesting in... and we would like to know... - (We are interested in... and would like to know...).
We acknowledge receipt of your letter dated (date)… - (We confirm receipt of your letter from…).

6. Body of the letter must be compiled in a logical sequence. As a rule, the main text is divided into several paragraphs. The first paragraph should state the purpose or reasons for your letter.

We would like to point out that... - We would like to draw your attention to...
I’m writing to let you know that... -I’m writing to report about...
We are able to confirm to you... - We can confirm...
I am delighted to tell you that... -We are pleased to inform you about...
We regret to inform you that... -Unfortunately, we have to inform you about...

In the second paragraph, you can indicate details and facts relevant to the situation being discussed. You can ask questions that interest you or give your assessment of the issue under discussion.
I am a little unsure about… -I’m a little unsure about…
I do not fully understand what... -I don’t fully understand...
Could you possibly explain… - Could you explain…
I am afraid that... -I'm afraid that...
We would also like to inform you... -We would also like to inform you about...
Regarding your question about… -Regarding your question about…
In answer to your question (inquiry) about ... - In answer to your question about ...
I also wonder if... -I’m also interested...

In the third paragraph you can write wishes, suggestions, proposed actions for cooperation in the future.
Could you possibly... - Could you...
I would be grateful if you could ... -I would be grateful if you ...
I would like to receive… - I would like to receive…
Please could you send me... - Could you send me...

In the fourth paragraph you need to write a climactic sentence.
I would be delighted to... - I would be glad...
I would be happy to... - I would be happy...
I would be glad to... - I would be glad...

7. Closing sentence should contain gratitude for the attention given to you and the intention to continue the correspondence.

I look forward to... - I'm looking forward to
hearing from you soon - when can I hear you again
meeting you next Tuesday - meeting you next Tuesday
seeing you next Thursday -meeting you on Thursday
Please acknowledge receipt- (Please confirm receipt)
Please do not hesitate\ feel free to contact us if you need any further information - (Please do not hesitate to contact us for further information)

8. Complimentary close, as well as the address, depends on the person to whom you are writing the letter.

For a person you know, the phrase is: Yours sincerely,
For a stranger: Yours faithfully,

9. Signature of the sender placed below the final polite phrase. Below the signature you must indicate your name and, if necessary, the position you hold.

10. Applications (enclosure) are attached at the end of the letter. This is indicated in the main text using the notation “Enc.”

To give you a rough idea of ​​what a business letter should look like in general, we give you an example.

Sample letter in English:

17 Hillside Road, Apt. 12
London W13HR
England
Tel 0186 546 633
Fax 0186 56 556

Vladimir Gross
5 Nelson Street, Apt. 5
Chicago 19,200
USA

I saw your advertisement for a Business Journalist in today’s Guardian newspaper. I am very interested in the job and I think I have many of the necessary skills.

IELTS complaint letter is one of the types of letters that are included in the first part. In 20 minutes, candidates must write 150–170 words about their dissatisfaction with the product or service. There are five types in total.

Types of letters IELTS General Training

• letter of complaint - a letter of complaint or complaint letter;
• letter of request - a letter of request or request letter;
• cover letter - a job application letter;
• letter to a loved one - a personal letter;
• business letter - a formal business letter.

Each text has its own skeleton, theme and clichéd phrases. And in this post we will focus on how to complain in English.

Complaint letter structure

Writing a paragraph for IELTS means keeping a tight rein on yourself and working according to a template. It’s better to get your hands on organizing proposals first. They contain the necessary grammar, and the words can then be complicated.

For example, let's take the task from Cambridge IELTS 8 from page 129:
You recently bought a piece of equipment for your kitchen but it did not work. You phoned the shop but no action was taken.

Write a letter to the shop manager.
In your letter:

describe the problem with the equipment
explain what happened when you phoned the shop
say what you would like the manager to do.

• we don’t know the name: at the beginning Dear Sir/Madam, at the end Yours faithfully,;
• we know the name: at the beginning of Dear Mr. Black, at the end Yours sincerely,.

Between them we write out four parts of dissatisfaction.

Paragraph one

To express the essence of the complaint, you can use only one introductory phrase for all letters.
If the task contains general words (equipment, gadget, device), replace them with specific ones.
This is what happens in the first sentence:

I’m writing to express my concern about/ dissatisfaction with the refrigerator purchased in your shop and the customer service quality.

Paragraph two

We rely on the points of the task and add details:

• when we encountered this situation;
• we will eloquently describe the non-working state;
• Let us discreetly share our misfortune.

Here the sentences might look something like this:

I acquired this equipment in your store on 10th November. Two days later it stopped freezing and started to leak… I was quite upset to see an expensive item break so soon and for no particular reason.

Paragraph three

Let's continue point by point:

• what we did to resolve the issue;
• how you felt when what you wanted didn’t happen.

…When they finally put me through to the necessary department, it was frustrated to hear that I could not return the refrigerator. According to them, I was only entitled to have it repaired.

Paragraph four

The proposals in this part are standard. We will indicate the exact amount of damage and a significant fact. A reference to a law, a clause in a contract, or an oral agreement will help connect sentences more logically. But this is not necessary. You can only ask to solve the problem and mention the price of the issue.

I believe this matter deserves your urgent attention since the refusal contradicts the Consumer Rights Law. The ideal solution would be a 100% refund of 1,000 dollars.

The result is a letter like this - I contribute to the IELTS Writing examples:

A simple scheme helps you meet the evaluation criteria and get a Band of 6.0 or higher:

• Task Achievement. Revealing All task points, give details and write 150-170 words.
• Cohesion/Coherence. In each paragraph it is clear what exactly is being discussed.
• Lexical resource. Special phrases for IELTS complaint letter already contain the required words.
• Grammatical range and accuracy. In clichés, grammar is learned quickly.

Bands 7-9 require special attention to words and grammar. Stable phrases alone are not enough here. Level of English from B2 is required.

Regardless of the desired grade, it will not be possible to write correctly the first time. The imagination will lack details, the pen - words on the topic. As a result, you will count more than 170 words and waste at least an hour. Don't despair - this is normal. Write this letter at least three times to get the hang of it. Everything will work out :)

The letter must contain all the necessary information regarding this service or product. Write the full name and description of the product, date of purchase or service, etc. Your goal is to explain all the details, but not to overload the letter with unnecessary details. In addition, you must indicate your wishes, conditions and deadlines for eliminating problems.

Who should I address this letter to?

When purchasing a product or concluding a contract for the provision of services, you receive contact address or the phone number of a person who can solve all the difficulties that arise. Usually in small companies These issues are decided by the owner of the company. In mid-level organizations - his deputy or senior management. IN large companies There is usually a customer service department that deals with such issues.

What are the main parts of a letter?

1. Introduction

Name of Contact Person
Recipient's full name (if known)

Title, if available
Company Name
Company name

Consumer Complaint Division
Customer Service Department

Street Address
City, State, Zip Code
Company address

Dear (Contact Person):
Appeal

2. Introduction containing information about the purchased product or service.

On (the 1st of July), I (bought, leased, rented, or had repaired) a (name of the product, with serial or model number or service performed) at (location and other important details of the transaction).
On July 1, I (purchased, leased, rented, repaired) (full name of the product with serial number or type of service) at the address ... (other important information about the transaction is indicated below)

I am writing to draw your attention to a problem in your customer service section.
I am writing to bring to your attention an issue within the customer service department.

I wish to complaint in the strongest possible terms about the treatment I received from a member of your staff
I would like to express my complaints about the treatment of your employee.

I am writing to express my strong dissatisfaction with the goods I received this morning.
I am writing to express my dissatisfaction with the products I received this morning.

I am writing to complain about the quality of the product I purchased on-line from your website.
I am writing to express my dissatisfaction with the quality of the products I ordered from your website.

I am writing in connection with the negative attitude of a member of your staff.
I am writing due to the negative attitude of a member of your company.

3. Description of the problem encountered

Unfortunately, your product (or service) has not performed well (or the service was inadequate) because (state the problem). I am disappointed because (explain the problem: for example, the product does not work properly, the service was not performed correctly, I was billed the wrong amount, something was not disclosed clearly or was misrepresented, etc.).
Unfortunately, your product (service) does not respond necessary requirements, since (the problem is indicated). I am disappointed because (the situation is explained: for example, the device does not work well, it is of poor quality, I was presented with the wrong amount for payment, something was not explained)

The equipment I ordered has still not been delivered, despite my phone call to you last week to say that it was needed urgently.
The equipment I ordered has still not arrived, even though I called you last week and told you it was needed immediately.

To resolve the problem, I would appreciate it if you could (state the specific action you want—money back, charge card credit, repair, exchange, etc.). Enclosed are copies of my records (include copies of receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents).
To solve the problem, I would be grateful for the option if you (indicate your requirements: returned the money, credit, carried out repairs, made an exchange, etc.) Copies of documents are attached (attach copies of the receipt, warranty card, canceled checks, contracts and others documents.)

I look forward to your reply and the resolution of my problem, and will wait until (set a time limit) before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at (home and/or office numbers with area code).
I am awaiting your response with a solution to my problem and will wait until (deadline indicated) before contacting a consumer protection organization for assistance. Contact me at the following address or telephone number (address and telephone number indicated)

Please deal with this matter urgently. I expect a reply from you by tomorrow morning at the latest.
Please resolve this issue immediately. I expect your response no later than tomorrow morning.

I insist on a full refund otherwise I will be forced to take the matter further.
I insist on a full refund, otherwise I will be forced...

Unless I receive the goods by the end of this week, I will have no choice but to cancel my order.
If I do not receive this item by the end of the week, I will have no choice but to cancel the order.

I hope that you will deal with this matter promptly as it is causing me significant inconvenience.
I hope you will deal with this matter immediately as it is causing me serious inconvenience.

4. End of the letter

Yours sincerely/Yours faithfully

One of the most difficult tasks not only in English, but also in Russian is conducting business correspondence and, in principle, writing letters in a formal style. In this article, we will tell you how to correctly write a letter of request and a letter of application in English, provide lists of phrases that will help you quickly and competently compose such letters, and also attach examples of letters.

Letter of request in English. Letter of request

A letter of request, letter of request of permission is one of the types of business correspondence that is used if there is a need to apply for:

1. Permission to use any materials legally owned by others.
2. Permission to conduct an interview or meeting.
3. Assistance in organizing or holding an event.
4. Information (clarification documents, information about the cost specific product, its availability in the catalog, etc.).
5. Advice regarding any organizational actions or decisions.
6. Advice from an expert in any field.

At the beginning of the letter you should include your address (the name and address of the company you represent), followed by the name and address of the company you are contacting.

Each point of the request letter in English must be presented in a separate paragraph. In the first paragraph, state the purpose of your letter. Be polite but straightforward. It is important to write to the point, maintaining a formal business style.

If appropriate, please indicate a deadline for completing your request, and provide additional information about yourself and your situation. Add your phone number and email address and offer to contact you if any questions arise.

Conclude the letter by thanking the recipient for their help and attention to this request.

In a request letter in English, you can use the following phrases:

Example of a request letter in English for permission:

Example of a request letter

Application letter in English. Letter of application

A letter of application (letter of application for a course) is most often an appendix to a resume, but it is also written when applying to a university, college or short-term course. This letter should include detailed information about your education and experience. This will increase your chances of getting desired position or for enrollment in the selected educational institution.

At the beginning of the letter you should indicate the name and address of the educational institution or company, and, if necessary, the name and position of the person you are addressing.

As in any business letter, each point of your application should be covered in a separate paragraph. The first paragraph should state the purpose of your letter. Then you need to tell in detail about your qualifications and experience. You can also indicate your life goals and interests. Mention everyone educational institutions that you have attended, share information about courses and internships that you have completed. Next, you should outline the reasons that prompted you to apply to this educational institution or send your resume to this particular company.

Should be adhered to formal business style speech, be polite and honest, provide only reliable facts.

At the end of the letter, indicate which accompanying documents you enclose with the letter. Express your appreciation for the consideration of your application and hope for a prompt positive response. After signing, you can provide your contact information.

In your application letter in English, you can use the following phrases:

An example of an application letter in English for admission to a training course.

A letter of complaint in English, despite the negative content, must be written in a reproachfully polite form. You need to write complaints extremely carefully so that the meaning of the letter makes it clear to the reader that you just want to convey certain information to him and not to quarrel.

• Begin your letter by providing detailed information about products or services.
• Clearly state the subject of the complaint.
• Indicate how you would like to resolve the problem.
• Please indicate what documents you are enclosing. These can be copies of receipts, guarantees.
• It would be a good idea to indicate the time period during which you expect to receive an answer and solution to the problem. Choose your timing wisely.

Samples of complaint letters

Let's look at examples of such letters with translation.

Advice: do not forget about the contact form at the beginning of the letter, sign the letter, indicate your full address so that they can send you a response. Don't forget the address, even if you send the letter via email(Perhaps they will answer you via regular mail).

"Dear Mr. Berkson,

On July 6 I bought a refrigerator at your shop, 30 Park Avenue. Unfortunately, your product has not performed well, it was already broken. I am disappointed because I can’t use it. To resolve the problem I would appreciate if you could make a refund or exchange the product. I look forward to your reply and resolution to my problem.

Sincerely,

Denis Williams."

Let's study the translation of this complaint.

"Dear Mr. Berkson,

On July 6, I bought a refrigerator from your store located at 30 Park Avenue. Unfortunately, your product did not work, it was already broken. I'm upset because... I can't use it. I will be grateful if you make a refund or exchange of goods to solve the problem. I am waiting for your response and resolution of my problem.

Sincerely yours,

Denis Williams."

Make a complaint - file a complaint

Look at another example of a complaint letter, pay attention to how a dissatisfied customer makes it clear to the store director that there is no need to delay the response.

"Dear Mr. Miller,

On September 23 I contacted your service center, 83 Baker Street, to repair a TV. The TV still does not work properly and I was billed the full amount for repair. Enclosed the copies of guarantees and checks. I look forward to your reply and will wait until September 30 before seeking help from a consumer protection agency.

Sincerely,

David Lewis."

"Dear Mr. Miller,

On September 23, I contacted your TV for repairs. service center at 83 Baker Street. The TV still doesn't work properly and they gave me a bill for complete renovation. Enclosed are copies of the warranty and receipts. I am awaiting your response and will wait until September 30 before seeking help from the Consumer Protection Society.

Sincerely yours,

David Lewis."

Advice: keep a copy of the letter you sent.

Letter from a passenger – letter from a passenger

The following complaint letter in English was written by a dissatisfied restaurant customer.

"Dear Sir or Madam,

I dined with my family at your restaurant on 1 st October at 9.00 pm. We were planning to enjoy our dinner and to celebrate an important event for us. I should tell you that our visit to your restaurant was very disappointing. The waiter (tall red-haired man) was very unfriendly, he didn’t answer our questions and was very rude. He dared to make improper comments which was very outrageous.

Our friends recommended the place for its top-class service and fine food. We were very dissatisfied and shocked. I would like to know what are you going to do to rectify the poor service you are offering to your clients?

I look forward to receiving a response.

Sincerely yours,

Robert Griffin."

Note that the dissatisfied customer does not know the name or gender of the restaurant manager, so he uses the classic phrase “Dear Sir or Madam.”

Let's look at the translation of the complaint and learn new vocabulary.

“Dear Sir/Madam,

I had dinner with my family at your restaurant on October 1 at 9 pm. We planned to enjoy dinner and celebrate an important event for us. I must inform you that my visit to your restaurant was a disappointment. The waiter (tall red haired man) was very unfriendly, he didn't answer our questions and was very rude. He dared to make indecent comments, which was very outrageous.

I'm waiting for your response.

Sincerely yours,

Robert Griffin."

Vocabulary from letters

• To perform - do the work.
• Unfortunately - unfortunately.
• To be broken - to be broken.
• To be disappointed (disappointing) - to be upset (causing disappointment).
• In addition - in addition, besides.
• To bill - issue an invoice.
• Amount – amount.
• To resolve (resolution) – decide (decision).
• Properly - properly.
• Enclosed - attached.
• Consumer protection agency - Society for the Protection of Consumer Rights.
• To enjoy - to enjoy.
• To celebrate - to celebrate.
• To be rude - to be rude.
• Improper - obscene.
• Dissatisfied - dissatisfied.
• Shocked - shocked.
• To rectify - correct, correct.

Complete your vocabulary with a few more phrases from the video: