How would you write a Formal Letter complaining about the quality of a product? Given below is a complaint letter for classes 9-12. Read important tips for writing a formal letter. Try to learn from the students’ answers in the comment section.
Write a letter to the Shopkeeper Complaining about the Quality of Milk
You are the manager of Hotel Green View, Chennai. You had ordered 50 kilograms of cheese for the hotel. You are not happy with the quality of the cheese that was sent. In about 100- 120 words, write a letter to the manager of Amaltas Dairy, Chennai complaining about the poor quality of the product.
Source: Educart Sample Paper 2021
Important Points while writing a Formal Letter
Adopting the following tips while writing a formal letter can fetch you full marks in your paper.
- Write in the proper format
- Write in the passive voice
- Minimise the use of personal pronouns
- Add only important points
- Do not write General information, Be specific
How to Write a Complaint Letter | Formal Letter Example | Letter of Complaint | Official Letter Class 10
| Hotel Green View, Chennai 14 March 2021 The Manager, Amaltas Dairy, Chennai Subject: Complaint Regarding Quality of Cheese Sir, This is with reference to invoice number 14/50/GV containing the delivery of 50 Kg cheese for Hotel Green View. The batch of cheese received on 13 March did not meet the specifications of our order. The cheese packets were stinking. It had turned yellow and sour in taste. Being a regular and trusted supplier it is your utmost duty to inspect the products before delivery. The hotel menu was forced to be changed due to the spoiled cheese delivered by Amaltas Dairy. Had it been not checked by our chef it could cause food poisoning among our customers. It was a matter of our goodwill and reputation. I demand either a new batch of cheese be sent or the full amount of 50 kg of spoiled cheese be refunded. I hope you would not want to get involved in legal complications. Yours truly, Manager Hotel Green View |
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HOTEL GREEN VIEW,
Chennai
09/04/2022
The Manager
AMALTAS DIARY,
Chennai
Subject :- Complaint regarding the bad quality of cheese.
Sir,
I had ordered 50 Kgs of fresh cheese from your diary and recieved on 8 April. Being a regular consumer of your diary products , I hoped to get net 50 Kgs of fresh cheese but it did not happen your product which was received by us was of poor quality and even it was not fresh and had a bad smell…
I’m very obsessed with your unfair supply because it could create major problem if I did not check it out after delivery and food menu was not changed.
So, If you do not want any legal action on you then either refund my money or replace my order on same address. I hope you would not like to be involved in legal processers.
Yours truly
Manager,
HOTEL GREEN VIEW
Error Analysis:
Essayshout gives you 3 out of 5 marks.
1. Format is correct.
2. Content is correct except for some mistakes. Read sample answers and try to improve.
3. Diary and DAIRY are two different words. Look what you have written. It is not your school diary. I hope you got my point.
4. “I am very obsessed …” It is wrong. You can be shocked, you can be angry, you can be irritated, but obsessed is totally wrong.
5. You must mention order no. for reference.
6. Try to use more formal language.
DIARY rather than DAIRY , is a very minor mistake and I did this because I had not checked out the letter before publishing in the comment section whether I did some mistakes or not…
Obsessed has a very different meaning , I agree…
What are you saying..try to use formal language , has it written in informal language???
What for this one;( Errors have been corrected at an extent)
HOTEL GREEN VIEW,
Chennai
09/04/2022
The Manager
AMALTAS DAIRY,
Chennai
Subject :- Complaint regarding the bad quality of cheese.
Sir,
This is with reference to an order of 50 Kgs of cheese with order no.XYZ/ABC/3589 which was placed on 5 April from your dairy and recieved on 8 April. Being a regular consumer of your dairy products , I hoped to get net 50 Kgs of fresh cheese but it did not happen ,your product which was received by us was of poor quality and even it was not fresh and had a bad smell…
I feel blue with your unusual service because it could create major problem if I did not check it out after delivery and if food menu was not changed.
So, If you do not want any legal action on you then either refund my money or replace my order on same address. I hope you would not like to be involved in legal processers.
Yours truly
Manager,
HOTEL GREEN VIEW
Hi,
Firstly, don’t underestimate a mistake’s magnitude by size. Why are you not getting it that a minor replacement of ‘i’ and ‘e’ has changed the entire meaning?
Secondly, how can an exam checker know that you had not checked your paper before submitting or publishing it?
Lastly, some of your lines – I hoped to get…it did not happen…my money…my order can’t be called a formal language. As you are writing on behalf of Amaltas Dairy, you can’t use personal pronouns – I, me, my etc. Try to write in a passive voice. Read the sample answers and try to find the differences.
Unless you make space to accept your mistakes, you can’t improve.
Good Luck!
I agree you…And sorry for this kind of unacceptance that deprives us of improvement.
But should we also avoid to use Personal pronoun – I in the last paragraph of a formal letter.
What do you say??
You can use at one or two places, where it is essential.
Hotel Green View
Chennai
31st March 2021
The Manager
Amaltas Diary
Chennai
Sub: Complaint regarding the poor quality of the product.
Sir,
We regret to inform you that the order no. XYZ/ABC/3589 placed on 15th March for 50 kg of cheese you delivered on 30th March is of bad quality. I am not at all the happy with product provided by Amaltas Diary.
The cheese had a bad smell and different texture. We ordered for the first quality product and we received the cheap quality. Being a regular customer of your company we want to replace the old one with a new first quality cheese.
We want to hear from you at the earliest. If we see the letter is unattended we would later file a case in the consumer court for further procedures.
Yours truly,
The Manager
XYZ
Essayshout gives you 3 out of 5 marks.
1.We regret to inform- it is wrong- why are you regretting? you are complaining about a product.
regret का मतलब है- हमे खेद है या हमे दुःख है कि…Learn proper use of ‘Regret” word.
You can write- I want to bring to your attention OR I want to inform you…
2. The cheese….texture- What is different texture?- Read others’ answers in the comment section- you can write – colour changed or it had turned green OR MOULDS were visible….
3. Try to learn from answers that have got 3.5 or more marks.
4. You have ideas but you lack English words to put your thoughts on paper.
Hotel Green View,
Chennai
14 March, 2021
The Manager,
Amaltas Dairy,
Chennai
Subject : Complaint Regarding Quality of Cheese
Sir,
This is with reference to order number 15X9/273/AX25 which was delivered on 13 March, 2021. I had ordered 50 Kg of cheese for my restaurant. Payment was done in the form of cash (INR 12000).
However, the quality of product sent by your dairy is extremely poor and doesn’t even meet the basic standards. Several blue spots can easily be noticed indicating that the cheese has spoiled. A good quality cheese has a very fine smell but the stench that is coming from your cheese is unbearable.
Since we are your regular customer, we demand a new batch of cheese be sent to us immediately and an additional discount be offered due to the problems caused.
Yours truly,
XYZ
(The Manager)
Essayshout gives you 4.5 marks.
Happy Writing
Hotel Green View
Chennai
20th February,2021
The Manager
Amaltas Diary
Chennai
Subject: Poor quality of cheese
Sir
I’m the manager of Hotel Green View and my purpose of writing to you is to complain about the poor quality of cheese. I ordered it on 14th February and received it on 18th February. The payment was made digitally.
I ordered 50 kilograms of cheese and there was not a kilogram which we could use for cooking. The unpleasant smell of rotten cheese was so strong that even the eatables kept aside it started to smell like it. Due to this we were unable to make our variety of dishes especially our main attraction dish-cheese burst pizza and thus incurred loss.
Therefore ,I request you to send another 50 kilograms of cheese in replacement of this rotten one at earliest.
Looking forward to a prompt response from you.
Thanking you
Yours Sincerely
XYZ
(Manager of hotel green view)
Enclosure: Copy of bill
Essayshout gives you 4.5 marks.
Don’t start like-‘I am the manager of…..
You can start as- This letter comes regarding the order no…..
Hotel Green View
Chennai
10th March 2021
The Manager
Amaltas Dairy
Chennai
Subject: Complaint regarding the poor quality of cheese.
Sir
This is with regard to the order for 50kilograms of chesse ordered on 5th march 2021.I recived my order on 8th march.the payment was done by online mode.
But i am not all satisfied with the product i recived.the cheese I recieved was not fresh.worms were observed in most of the cheese packets.It also has a weired smell and we even noticed that the product had crossed its expiry date.
I am quite unhappy with the kind of service as i am a regular consumer for long time.I demand ether you replace the product or please send the fresh packets.It is needed very much for the hotel.a little ignorance from your side has put us in a difficult situation.
Yours Truly
Jaskirat Kaur
Essayshout gives you 4 marks.
Hotel Green View
Chennai
4 March 2021
The Manager
Amaltas Dairy
Chennai
Subject: Complaint against the poor quality of product
Sir
I am the manager of the hotel and I had ordered 50 kilograms of cheese. I placed my order on 28 February and received my order on 2 March. Payment was done by cheque.
But I am not at all satisfied with my order. The cheese I received were not fresh. The product crossed its expiry date. It had weird smell and we even noticed moulds.
I am quite unhappy with the kind of service as I have been your customer for long time. I demand to replace the product as quickly as possible, as it is needed for the hotel. And a little ignorance from your side has put us in a difficult situation.
Yours truly
XYZ
Error Analysis:
Essayshout gives you 4 marks.
We were pleased to read your answer. You included all the details. format was correct. Presentation is acceptable.
The sample answer will be uploaded soon. Compare both the answers and find out ways to score 5 marks.
Good Luck!
Thank you
Ma’am when will be the sample paper posted
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