Archive for November 2018
COMPLAINT LETTER AND APPLICATION LETTER
COMPLAINT
LETTER AND APPLICATION LETTER
A.Complaint
Letter
Complaint
Letter is a type of letter written to address any type wrong doing, offence,
grievance, resentment arising out of a product, service etc. Complaint Letters
are used to raise your concerns about unfair things and seek a productive
outcome. They are also used to vent out your pent up emotions arising out of
your suffering or bad experience. It is a fundamental right and duty of a
citizen to seek justice arising out of any injustice, which is initiated by a
Complaint. Complaint letters then, become your First Step towards your Consumer
Rights. They inspire other hassled consumers, influence the concerned
authorities towards taking proper action and make the defaulters more liable,
responsible and responsive. This is because unresponsive behaviour of the
offender is liable to a Punishable Court Proceeding or an Expensive Lawsuit.
Writing
complaints letters is an essential responsibility of the victim whilst seeking positive
outcomes. Complaint Letter writing is not only a pre-warning for the offender
but also a chance for them to rectify their act in time. These letters are not
just meant for defective products, service they can also be
written towards any injustice happening in the society, like ‘Smoking in Public’,
‘Misuse of Water by any Person or an Organisation’ and any issue happening in
society which needs to be addressed.
Anyone
can complaint through letter if there is a legitimate reason. Anyone can
write a letter to the administration regarding the pollution, water supply,
traffic problems, shortage of electricity etc. You don’t need to be a
lawyers or an influential person. All you need to do is to learn to write a
complaint letter in an appropriate manner with all the relevant information
included. In the matter contained here, you will get all the tips to write a
complaint letter.
Types
of Complaint Letters
Complaint
letters are of different types and different reasons and depending upon that
they can be categorised accordingly.
Depending on the level
of an organisation or an individual these can be:
1.
Personal Complaint Letters - When a
letter is written at a personal level by an individual it is called as Personal
Complaint Letter. These are written by consumers to get refund, replace a
product etc. These are also written for grievances’ regarding a service
or any issue affecting the individual or society at large.
2.
Professional Complaint Letters -
When a letter is written on behalf of an organisation it is called known as
Professional Complaint Letter. These letters have the backing of an
organisation and are mostly related to professional items and services.
Complaint Letter
Samples
Example complaint
letter:
|
56 Disgruntled
Street
Somewhere Unhappy 1AM MAD
Customer Service
Manager
That Awful Company Somewhere Awful UR BAD
June 15, 2016
Dear Sir/Madam,
I
am writing today to complain of the poor service I received from your company
on June 12, 2016. I was visited by a representative of That Awful Company,
Mr. Madman, at my home on that day.
Mr.
Madman was one hour late for his appointment and offered nothing by way of
apology when he arrived at noon. Your representative did not remove his muddy
shoes upon entering my house, and consequently left a trail of dirt in the
hallway. Mr. Madman then proceeded to present a range of products to me that
I had specifically told his assistant by telephone I was not interested in. I
repeatedly tried to ask your representative about the products that were of
interest to me, but he refused to deal with my questions. We ended our
meeting after 25 minutes without either of us having accomplished anything.
I
am most annoyed that I wasted a morning (and half a day's vacation) waiting
for Mr. Madman to show up. My impression of That Awful Company has been
tarnished, and I am now concerned about how my existing business is being
managed by your firm. Furthermore, Mr. Madman's inability to remove his muddy
shoes has meant that I have had to engage the services, and incur the
expense, of a professional carpet cleaner.
I
trust this is not the way That Awful Company wishes to conduct business with
valued customers—I have been with you since the company was founded and have
never encountered such treatment before. I would welcome the opportunity to
discuss matters further and to learn of how you propose to prevent a similar
situation from recurring. I look forward to hearing from you.
Yours faithfully,
Miss Bernad
|
1. who is the author of the letter?
Answer : Miss Bernad
2. for whom is the letter intended?
Answer : Mr. Madman's company
representative
3. what's the contents of the
letter?
Answer : complaining about bad
service received
4. when did that happen?
Answer : on June 12, 2016
5. what do you want from the letter
writer?
Answer : she welcomed the
opportunity to discuss further matters and to learn about how the company
proposes to prevent similar situations from recurring
B.
Application latter
An application letter
is a cover letter, a sales letter, and a marketing tool all in one and it
should accompany a professional resume any time a person applies for a job.Its
main objective is to get the applicant in the door for an interview and must be
written well enough to attract the attention and interest of the person with
the power to recommend or grant one.
The scope should
include compelling information that will convince the reader that the
qualifications outlined in the resume are strong enough to make an applicant a
candidate.
Identify
Your Reader
An application letter
should be addressed to the person who is in charge of screening and hiring new
employees. That person's name should be placed in the inside heading and
salutation of your application. It should also be included on the top line of
your envelope.
Remember that people do business with people first, businesses second. When you address your reader by name, you recognize their individual importance and value as a human being.
Remember that people do business with people first, businesses second. When you address your reader by name, you recognize their individual importance and value as a human being.
Establish
Your Objective
The objective of an
application letter is to attract the attention of an employer. It acts as a
cover letter for your resume and should provide enough personal information to
convince the reader to grant you an interview.
The qualifications you provide a potential employer should be included on your resume. Your cover letter should indicate that you are a suitable candidate and attract attention to your resume.
The qualifications you provide a potential employer should be included on your resume. Your cover letter should indicate that you are a suitable candidate and attract attention to your resume.
Determine
Your Scope
The scope of your
application letter should include those things that are specific to obtaining
your objective - convincing the reader to grant you an interview. You should be
brief, but include such things as:
·
A specific job title
·
A desired area of employment
·
Source of job lead
·
Educational background
·
Work experience
·
Leadership activities
·
Specialized training
Remember, you are
requesting an interview. Specify times at which you are available and the
methods by which you can be contacted.
Organize
Your Letter
Organizing your
application letter will establish a logical order in which to present your
information. You have already begun this task by establishing an objective and
determining your scope. Refer back to them. Together they include much of the
content that will become the body of your letter.
A simple outline will
get you organized. Begin by creating a list of points that your letter will
address and put them in the sequential order that will best help your reader
comprehend your application. These points will become the backbone of your
draft; your outline will become a checklist.
Draft
Your Letter
Working from an outline
is the simplest way to draft an application letter. You have already organized
yourself by creating a list. Refer back to it and turn each fragment into a
full and complete sentence expressing a single thought or idea.
In order that your
thoughts and ideas are conveyed in a cohesive manner, write in as natural a
sounding voice as possible. Try writing your draft quickly and then read it out
loud. Concentrate on communicating your objective to your reader. Make sure
that the scope of your letter contains all the relevant information included in
your organizational list.
Keep in mind that you
are writing a rough draft. For the moment you can ignore spelling, grammar,
punctuation, sentence and paragraph structure. Those are technical details that
you will pay attention to in the final step when you review and revise your
work.
Close
Your Letter
An application letter
should close in a professional manner. Once your last paragraph is written,
sign off between a complimentary close such as "Sincerely," or
"Thank you," and your printed name.
If you are writing in
conjunction with an official duty, place your title below your printed name.
Additional information such as dictation remarks, notification of attachments,
enclosures and copies sent to other individuals should be placed beneath the
title line.
Review
and Revise Your Application Letter
Reviewing and revising
the draft of your application letter is a final inspection, a last check to see
whether your objective is clearly stated and your scope concisely defined. Put
yourself in the reader's shoes and ask whether the details are accurate and
complete.
Look for obvious
errors. Check for spelling, sentence structure and grammar mistakes. Your
complaint should be direct and to the point, so make sure that you have used a
strong active voice.Keep in mind the overall cohesiveness of your letter. Look
for accuracy, clarity and a sense of completeness. Ask yourself if the
transitions between paragraphs are working and if your point of view, tone and
style are consistent throughout the text.
Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective.
If you have not written an opening or a closing now is the time. The introduction should lead into the letter with a firm statement about the position or job you are seeking. The conclusion should provide your contact information.
Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective.
If you have not written an opening or a closing now is the time. The introduction should lead into the letter with a firm statement about the position or job you are seeking. The conclusion should provide your contact information.
Example application
letter :
|
Bondet
Bargowo
Jln.
Sang Kancil Gembul V/25
Surabaya
6000
Phone:
031-7007007
28 July 2006
HRD Manager
PT. Timun Perkasa
Tbk.
Jln. Kebun Buah
Manis 125
Surabaya 5000
Dear Sir/Madam:
With reference to your advertisement in “The Jakarta Post” dated 26 July
2006, I would like to be considered for the post of villa maintenance
supervisor.
I am 25 years old. I completed my civil engineering from The 10 Nopember
Institute of Technology, Surabaya, in 2005 with GPA of 3.45. After my
graduation I worked as a marketing supervisor in PT. Semangka Tanpa-Biji Tbk,
but two months ago my contract expired. I have learned my background
education would meet the requirements of the post you offered, and I am sure
my prior work experience will be useful for the post. In addition, my
qualifications in computer, English (spoken and written), and leadership will
certainly support the job.
For your consideration, I herewith enclose the copies of my diploma and
transcript, Curriculum Vitae, a testimonial from the director of PT Semangka
Tanpa-Biji Tbk., recent photograph, and few other documents.
I would be grateful if you consider this application letter favorably and
give me the opportunity for interview. And for your convenience, you may
contact me any time you wish.
Looking forward to hearing from you soon, I would sincerely thank you very
much.
Yours faithfully,
Bondet Bargowo
|
1.
who is the author of the letter?
Answer
: Bondet Bargowo
2.
addressed to the letter?
Answer
: HRD Manager PT. Timun Perkasa Tbk.
3.
what's the contents of the letter?
Answer
: job application for villa maintenance supervisor position
4.
what is attached to the application
letter?
Answer
: the copies of my diploma and transcript, Curriculum Vitae, a testimonial from
the director of PT Semangka Tanpa-Biji Tbk., recent photograph, and few other
documents.
5.
where did he get the vacancy?
Answer
: advertisement in “The Jakarta Post”
Reference :
Definition Inquiry Letter and Order Letter along with examples
Definition
Inquiry Letter and Order Letter along with examples
Inquiry Letter is a letter written to
request information and/or ascertain its authenticity. A letter of inquiry
deals with various matters like job vacancies, funding, grants, scholarships,
projects, sales, pre-proposals and others. The term is common in various
business setups as it implies fund request or pre-proposal information. Owing
to this usage, the term may be considered exclusive to these setups alone. But
that is not the case, to this effect the below definition offers a justified
meaning.
Inquiry
Letter Definition
A
document requesting information sent on behalf of an individual or an
organisation for their own respective purposes, which can be mutually
beneficial to the recipient and the sender.
The
term ‘Inquiry’ is same as ‘Enquiry’. The former is more commonly used in U.S.
and the latter one is more common in U.K. There are some other terms which
represent the letters; these are Letter of Intent, Letter of Interest, Query
letter, Prospecting Letter, Pre-proposal Letter and Concept
Paper. The term ‘Cover Letter’, ‘Business Letter’, ‘Request Letter’ and ‘Sales
Letter’ is also applied to an inquiry letter especially when the objective is
same as that of letter for inquiry.
A
letter of inquiry serves to facilitate business operations and satisfaction of
the sender. Inquiry letters remove any misunderstanding and are time savers,
especially when two parties want to reach an understanding. The communication
towards this effect resolves the issue without any delay. With relation to it
being a ‘Pre-proposal letter’, the inquiry letter is also termed as a
‘Condensed Version of a Proposal’. It is the outcome of the purpose of the
letter which highlights the points of a proposal instead of a full-fledged
proposal.
On
an individual’s basis, these letters are sent to companies that are willing to
hire but haven't advertised job openings. It can also be a letter addressed to
editor in-charge of a publication proposing certain literary work. It can be a
letter from a student who is vying for a seat in a college or a business that
provides an internship. So, the objective of an enquiry letter is same but its
projections and audiences are different. Same goes for its method of delivery,
it can be sent via paper mail or electronic mail.
Inquiry Letter Samples
:
Example is inquiry
letter :
|
1102
West 30th
Lawrence,
KS 66321
August
4, 19XX
Dr.
Maria Gomez-Salinas
Director
of the Diabetes Clinic
St.
David's Hospital
1000
Greenberg Lane
Wichita,
KS 66780
Dear
Dr. Gomez-Salinas:
I
am writing you in hopes of finding out more about how the
new
Glucoscan II blood glucose monitoring system, which a
representative
at Lifescan informed me that your clinic is
currently
using.
Originally,
I saw Lifescan's advertisement of this new
device
in the January 19XX issue of Diabetes Forecast and
became
very interested in it. I wrote the company and got
much
useful information, but was recommended to write
several
current users of the system as well.
For
a technical report that I am writing for a technical
writing
class at Johnson County Junior College, I need some
help
with the following questions:
1.
How often does the Glucoscan II need to be
calibrated in practical, everyday use conditions?
2.
How accurate is the Glucoscan II compared to other
similar systems that your patients have used?
3.
What problems do your patients experience with
this new device?
The
Lifescan representative indicated that your clinic is
one
the leaders in implementing new technology for
diabetics,
and therefore I am eager to hear from you. In
the
report I will acknowledge your contributions, and I
will
send you a copy of the completed report if you wish.
Thank
you for your time, and I hope to hear from you soon.
Sincerely,
Anita
Teller
Student,
Medical Technology
Johnson
County Junior College
|
Definition
order letter
The
letter that is written by a potential buyer to the seller requesting him to
deliver goods is known as order letter. By writing inquiry letters, buyers can
collect necessary information about the price, quality of goods and terms of
sale. If the buyer finds the quoted price, quality of goods and terms of sales
satisfactory, he places an order to supply goods in his address. The seller
delivers the good according to the buyer’s order.
In
modern time, sellers supply printed orders forms to the customers and customers
place orders by filling up those printed order blanks. In this case, the
printed order sheet or blank is considered as the order letter.
Factors to be
considered in writing oerder letter or, contents of order letter
Through
order letter, the potential buyers request the suppliers to deliver goods to
them. In modern time, printed order blanks or purchase order forms supplied by
the seller are typically used for placing orders. However, in absence of order
blanks and purchase order forms, order letters are written. Such letters
contain three major categories of information:
1.
Information about the items being
ordered;
2.
Information relating to shipping; and
3.
Information relating to payment.
1. Information
about the items being ordered: An order letter must contain full particulars of
goods ordered. Such information include the followings:
a. Product name
§ Brand
name
§ Quantity
§ Catalog
number
§ Model
number
§ Color
§ Size
§ Weight
§ Unit
price
2. Information
relating to shipping: Shipping information is very important. In absence of
shipping information, there can arise misunderstanding between buyer and
seller. Shipping information may include the followings:
§ Desired
receipt date;
§ Desired
shipping location; and
§ Mode
of shipping (rail, road, or waterways).
3. Information
relating to payment: Mode of payment of prices for the ordered items must be
clearly indicated. The seller will accept the order letter only when both of
them come to a common ground relation to payment of price. Payment information
include the following:
§ Mode
of payment (cash, cheque, draft)
§ Payment
data
The above stated
factors are usually included in order letter. However, the buyer can
include any other instruction or element if he thinks necessary.
Example is order letter :
|
February 14, 19xx
Lindsay
office products
P.O.
Box 1879
Spokane,
Washington 98989
Subject: Furniture and equipment order
Please
ship the following items from your sales catalog
dated
January 31, 19XX:
ITEM CATALOG # COLOR QTY PRICE
Conference Desk HN-33080-WB
Sandalwood 2 $478.60 ea.
Credenza HN-36887-WK Sandalwood 2
431.40 ea.
Executive Chair HP-56563-SE Toasted Tan 4 422.00 ea.
File Cabinet HN-5344C-K Beige 2 135.90 ea.
Letter Tray K5-299907-A Black 6
16.95 ea.
The
items ordered above should be shipped C.O.D. to this address:
CLAIMS DIVISION, LAW DEPARTMENT
City of Austin
P.O. Box 96
Austin, Texas 78767-0096
The
costs above reflect a discount of 50/10, with net due in 30
days
after the invoice date. The merchandised is to be shipped
by
your company's own truck line at a rate of 7 percent of the
total
net cost.
We
are remodeling our offices and have a target completion date
of
March 30, 19XX. If there is any reason
you see that you can
keep
your part of this schedule, please let me know
immediately.
Sincerely,
Berenice
Chamala
Supervisor,
Clerical Services
BKC:
amm
|
Essay questions about inquirt letters and answers :
1. who
is Dr. Maria Gomez-Salinas?
Answer :she is the Clinic Director of Diabetes
St. Hospital David..
2. what
is the purpose of anita teller writing a letter to Dr. Maria Gomez-Salinas?
Answer : to find out more about how
the new Glucoscan II blood glucose monitoring system.
3. who
is anita teller?
Answer : she is Student, Medical
Technology Johnson County Junior College
4. who
shows that Dr. Maria Gomez-Salinas clinic one leader in implementing new
technology for diabetics?
Answer : Lifescan Representative.
5. why
did Anita letter write the letter?
Answer : For technical reports
written for technical writing class at Johnson County Junior College.
Essay questions about order letters and answers :
1. who
wrote the letter?
Answer : Chamen Berenice Supervisor, Clerical
Service
2. Where
is the ordered item sent?
Answer : CLAIMS DIVISION, LAW DEPARTMEN City P.O. Box 96Austin, Texas 78767-0096
3. what
items are ordered?
Answer : Conference desk, Credenza, Executive
Chair, File Cabinet,and Letter Tray.
4. what
is the price of a conference table?
Answer : $ 478,60 ea
5. including
what items are ordered?
Answer : Furniture and equipment order
Reference :
