COMPLAINT LETTER AND APPLICATION LETTER

1.      Complaint Letter

A 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.

Effective Complain Letter must:

o short

o authoritative

o factual

o constructive

o friendly

      The main benefit of the complaint letter is to explain your problem. It is very important that the complaint letter clearly describes the problem and tells the recipient to be responsible. Write without rambling. Describe facts without anger. Next, give a way out to the recipient. Offer a possible solution to this problem. Make a reasonable one, like asking for a refund or credit.

       Whereas the complained party must answer the complaint letter with the complaint letter / response letter (Response Letter). Some letters of complaints from customers are justified, and some can be outrageous. Without conducting a full investigation, the complained company cannot find out whether the complaint is legitimate or not. Therefore, every complaint must be examined carefully before reaching a conclusion about the situation. This process may take time, so sending a letter to an angry customer is an ideal way to inform him that the company has received a complaint and is investigating the situation.

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.

Example:

Fortune Goods
317 Orchard Road
Singapore
5 January 2011

Attn: Mr David Choi
Sales Manager
Everlong Batteries
171 Choi Hung Road
Hung Hom
Hong Kong

Dear Mr Choi

Re. Order No. 768197

I am writing to inform you that the goods we ordered from your company have not been supplied correctly.

On 29 December 2010 we placed an order with your firm for 12,000 ultra super long-life batteries. The consignment arrived yesterday but contained only 1,200 batteries.

This error put our firm in a difficult position, as we had to make some emergency purchases to fulfil our commitments to all our customers. This caused us considerable inconvenience.

I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again. Otherwise, we may have to look elsewhere for our supplies.

I look forward to hearing from you by return.

Yours sincerely

J. Wong

Question of Complaint Letter

1.       How do I file a complaint against the service? By letter of complaint.

2.      When the date the order error? On 29 December 2010

3.      What is the Mr. J. Wong wants? Mr. J. Wong wants to make up the shortfall immediately and to ensure that such errors do not happen again. Otherwise, we may have to look elsewhere for our supplies.

4.      What the order number? Re. Order No. 768197

5.      Why Mr. J. Wong feel uncomfortable? This error put our firm in a difficult position, as we had to make some emergency purchases to fulfil our commitments to all our customers. This caused us considerable inconvenience.

2 .Application Letter

Application Letter is a business letter or a letter that functions to apply for a job in a company or in an institution. The Application Letter is often referred to as CV or Curricullum Vitae or Job Application Letter. Usually a CV is sent along with a job application or resume that will be sent to the destination company.

Well, the Application Letter in English must be written in accordance with certain rules. There are several tips for writing a CV Application Letter in English:

In making a cover letter, avoid inappropriate language such as slang or technical jargon. Use short, informative and short paragraphs. Check spelling, grammar and punctuation carefully. Some entrepreneurs routinely throw away job applications that contain these errors. The usual command structure is a job application letter or email position that is applied to give a job title as a title, or refer to it in the first sentence of your letter, using a reference code if there is one. This will ensure that your application letter can go directly to the right person in the organization. You also have to mention where you see the advertisement work or where you hear about vacancies.

Parts of Application Letter

1. Your address

2. The address of the company you are writing to. Use complete title and address

3. Always make an effort to write directly to theperson in charge of hiring

4. Opening paragraph

5. Middle Paragraph / Body

6. Closing signature

7. Signature

Example:

September 13, 2008

AEGIS INTEGRATED STRUCTURE CORP.
Cmpd. #6 Veterans Road, VFP Industrial Area,
Veterans Center, Taguig City

Dear Sir/Madam:

I wish to apply for the position, as a project engineer base on the qualification you published on web site trabaho.com.

I finished my Bachelor of Science in Civil Engineering at University of the Philippines. Currently, I am enrolled in Master of Engineering major in Civil Engineering, wherein I have earned 33 units at Technological University of the Philippines.

At present, I am working as a Full Time College Faculty in the Far Eastern University.  I am proficient in using MS Office such as Word, Excel and PowerPoint and Computer Aided Design (AutoCAd)

I wish I would be able to impart my skills and to gain additional knowledge for professional growth in your company. I’m very willing to come in your good office upon receipt of your response to know more details about the condition and policies.

Respectfully yours,

Jose Vergara

Question of Application Letter:

1.      Who sent the application letter above? Jose Vergara

2.      Where she find the information about the job? From the website trabaho.com

3.      What department do you apply and why do you intersted on it? I want to apply for the project engineer possition

4.      What are you strengths, please specify each of four? My strengths are in using MS Office such as Word, Excel and PowerPoint and Computer Aided Design (AutoCAd)

5.      What is the last education Jose Vergara? Jose Vergara finished Bachelor of Science in Civil Engineering at University of the Philippines.

Refference:

https://targetstudy.com/letters/complaint-letter/

http://fauziahsiskomp.blogspot.com/2011/12/tugas-bahasa-inggris-2-complaint-letter.html

https://yukfuk.wordpress.com/2011/01/07/complain-letter/

http://icampusindonesia.com/2017/02/10/9-contoh-application-letter-cv-bahasa-inggris/

http://samuderabahasainggris.blogspot.com/2016/05/contoh-dan-penjelasan-application-letter.html

INQUIRY LETTER AND ORDER LETTER

1.      Inquiry Letter

A letter of request, also known as a letter or letters of interesting candidates, will be sent to the companies. Letter of request is a letter from a prospective buyer to the seller requesting information about the products offered. With the offer of the seller will potential buyers will know the price, and the sale and purchase, and a description of the goods or services to be purchased. This is the purpose of the prospective buyer a written request to the seller.

When a prospective buyer has to know the condition of the goods / services following the price and terms of sale and purchase, of course he did not need to ask for a quote from the seller. Letter of inquiry required in formal trade demand formal procedures in writing. Letter of inquiry is often an early stage of the business transactions. Through a letter of inquiry to ask a potential buyer or to request information about the goods or services to be purchased. In reaction, the seller explained the things he wanted to know the buyer, the buyer did finally order and business transactions as the top buying and selling process.

In the letter of demand for the goods usually offer prospective buyers ask:

a.       Name and type of goods;

b.      Special characteristics (specifications) of goods, namely, the type, size, quality, capacity and others;

c.       Unit price.

d.      Pieces;

e.       Method of payment;

f.       Means of delivery, and

g.      Ease that may be obtained by the buyer, such as guarantees and other

In addition to the above mentioned potential buyers asking price lists and catalogs (if the items varied) and a technical description of the goods in the form of leaflets or brochures. For items that allow, prospective buyers can also request a sample of goods actually sent.

By letter of demand and supply of services, prospective buyers can ask:

a.       The form of services that can be presented by the seller;

b.      Equipment used by the seller as a support (if any);

c.       Price;

d.      Pieces and

e.       Method of payment;

In demand service offerings, potential buyers can also request a price list (according to the level of services to be provided). Usually all been included in the prospectus which has been prepared by the company selling services.

Inquiry should not only be submitted to one seller, but to some sellers. This step was taken so that the price list and the information collected will be compared with each other to determine which one best suit your desires and financial ability of prospective buyers.

 Example of An Inquiry Letter:

2.      Order Letter

Order letter is a document or letter that confirms the details of a purchase of goods or services from one party to another. Example when we will buy some product in a company, we must send order letter for request that product and when the recipient in that company receives this letter, they will process the order and send the product.

An Order Letter is the one that is written by the person/company placing the request of purchase from another company. This letter comes into action only when a detailed study of the desired product has been done in the market and based on promised service, quality and price of the product, a decision for a purchase has been made.

 An Order Letter should be drafted very carefully as it needs to pen down all the terms and conditions of the purchase for the benefit of both involved parties.

            Things to be aware when writing a order letter :

a.       An Order Letter should be addressed to the person responsible for executing the order

b.      Include all the terms and conditions agreed upon by both involved parties

c.       Since it is purely an official letter it should be typed out

d.      There is no need to use too many adjectives in the letter since it is purely for an order being placed

e.       The letter should have all rtelevant details related to the order, for example, quantity, price and other terms and conditions.

2 ways to make order letter:

1.      Order Letter with Official order form.

To make us able to contact the company because the official form is already in there and we just to stayed fill it.

2.      Order Letter without official order form.

Sometimes the company doesn’t have any official form. So we can make orderwh letter to make request.  but t make it we must follow the rules and according.

What part of that must be exist in the letter?

a.       Number

b.      Decription

c.       Quantity

d.      Type of product

e.       Price list

f.       Count of product

g.      Date of shipment

h.      Terms of payment

Example Order Letter:

            Question about Inquiry Letter:

1.      What is the position of  Muhammad Miftah Firdaus?

Muhammad Miftah Firdaus as a Owner

2.      When was the letter typed?

The letter typed at 15^th January 2013

3.      How did Mr. Muhammad Miftah Firdaus know the advertisement?

Mr. Muhammad knows the advertisiment at Indonesia UKM fair in Bandung Convention Center on 15 December 2012

4.      What addres is referred?

Jl. Tanah Baru No. 20, Depok

5.      What did Mr. Muhammad Miftah Firdaus ask for?

Send lastest catalogues and distributor pricelist

            Question Order Letter:

1.      What items does the Color World want to order?

Enamel paint, Synthetic paint, white paint

2.      How many items ordered by the Color World?

The number of items ordered is 55 units

3.      What is the posisition of Muhammad Taroq?

Muhammad Taroq as a Purchase Manager

4.      When was the letter typed?

The letter typed is 1^st September 2012

5.      How shail arrange payment?

Shail arrange payment within tem (10) days to comply with 5/10 net 30 terms.

            Reference:

            https://bagaskawarasan.wordpress.com/2012/11/11/inquiry-letter/         

            http://inamona92.blogspot.com/2013/01/order-letterplacing-order.html