Letter Writings

Writing a Complaint Letter



Front St, Durham ,

County Durham ,



323, Tavistock Rd, Plymouth ,

Devon ,


This is to inform you that we have a complaint against you about the products supplied by you. We have received the parcel on [date] and upon checking of the products, we found some defects in the products and we wish to inform you that we need a replacement of all defective goods.

At the time of placing an order, you stated that you will defect-free goods but we did not receive goods that are free from defects.

We also would like to inform you that if we do not receive quality goods within ten days, we will be canceling our order and we will be claiming full amount from you.

Please confirm receipt of this letter and confirm to us that you are replacing the goods. Call us or mail us with the dispatch details so that we can track shipment. Please also ensure proper packing and forwarding so that goods are not damaged in transit.

Letter Writings

Letter Writing Skills

Writing letters has helped sharpen a number of skills in individuals. One of these is the handwriting skill, especially in children. By teaching your children to write letters early in their childhood, they will be able to enhance their penmanship. Writing legible handwritten letters have always been a popular way of communicating your feelings to a friend or relative. Well-handwritten letters make an impression of the writer and how determined he/she is for his/her intentions when writing the letter.

The second skill that is enhanced when writing a letter is a person’s socializing skills. Most of the letters require a series of replies between the recipient and the sender.

The third skill that is developed in writing letters is a person’s communication skills. Grammar and sentence structure is one important aspect of a superior communication skill and by writing letters, a person is able to sharpen the flows and movement of each sentence to make a logical paragraph that is in accordance with the intention of his letter.

By being able to master the skill of letter writing, more and more people are becoming confident with their daily activities in life.

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Uses Of Letter Writing

Letter writing is a very important skill that not most people are gifted with. It is best to train children while they are young to write letters. Below are some advantages of writing letters at an early age:

    • The communication skills of children are improved while they are still young.
    • Their handwriting skills are also enhanced so they are guaranteed to have a better penmanship as time goes by.
    • They will also learn how to socialize by writing thank you letters or when asking for permission or information.

Writing letters has bridged so many gaps in the past that it is still one of the most highly revered and formal way of communicating your thoughts to another individual or group. By writing a letter, they will see your determination in pursuing a certain goal.

With the emergence of technology such as SMS and chats, communication has been very informal. These types of communication will never be able to replace the many uses and advantages of letter writing.

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Formal Letter Writing

Below are the rules that you should bear in mind when writing formal letters:

  • Do not use informal language such as using contractions when making formal letters. In addition, formal letters should be simple and short. They are not intended to bore the reader, as formal letters are usually important.
  • When writing the return address, it should be at the top right hand corner of the paper while the inside address is written below the return address but at the left corner of the page.
  • It is important not to abbreviate the month when writing dates. You can place the date either at the left or right part of the paper.
  • It is best to research the name of the recipient but if there is no way that you can do this, a salutation that says, “Dear Sir or Madam” is always safe. If you have a name, always address him/her with their title.
  • Always make sure to use formal closing phrases such as “yours sincerely” when ending a formal letter.

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Letter Writings

Writing A Cover Letter

A good cover letter should contain all information about you that your resume is not able to convey to the recipient. These information are the ones that will help you become more qualified for the job that you are applying for than your competitors.

There are three things that you should consider when writing a cover letter and these are:

  • A cover letter should not exceed one page so make sure that every word counts and that they all aim to prove that you are the best candidate for the position.
  • Do not tell lies nor become boastful of your experience and skills. Being too overbearing has its costs and you do not want this wrong move to cost you a potential job.
  • Establish an identity that is different and unique and will make your cover letter stand out from the rest.

The cover letter is usually the first document that recruiters read; hence, it is the most important letter document when applying for a job. It is critical that you optimize this one small page to impress them and in the end, get yourself that well-earned job.

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How To Write Fax Letters

Faxing a letter is easier and faster than sending them through snail mail. This is, however, not the case for everyone because not all recipients have fax machines. Nevertheless, it is still best to know how you can write a fax letter and these are through the following:

  • When writing fax letters, it is best to choose a paper of high quality. If you are writing a formal or business letter, it is best to choose a plain white high quality paper that transmits cleanly through fax machines.
  • Start writing your fax by following the structure of a letter or the format given to you, if any.
  • It is best to put page numbers, like “page 1 of 3”, so that the recipient will know the number of pages to expect.
  • Once you are through writing your letter, send a test fax to yourself so that you will know how the letter will look like once sent to the recipient.

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How To Write Emails

When writing an email, you should first fill in the fields for “To:”, “From:”, “Date:”, “Subject”. Sometimes when there is a need to send to more than one recipient, you have to fill in the “cc” and “bcc” fields too.

It is important to write a subject or title to the email so that the recipient will know what the email is all about. If it is urgent, it is best to indicate the word urgent in the subject field so the recipient will know it is of high importance. Your subject should be short and specific to convey the whole idea of the message.

For the body of the email, start with a salutation. Then start writing your purpose for the email. It is important that you give the full details of why you are writing. Notice that this part is just the same as writing a letter.

You may also add attachments of files and documents to the letter if needed. Do not forget to put your name at the end of the email so the recipient will know from whom the email came from. This is important especially that email addresses are sometimes vague.

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How To Write Letters

When writing letters, you should put all the information necessary to convey the message of theme of the letter to the recipient/s. If you are writing for a friend, then you will not need the formalities of a business letter, such as the inside address, attention, etc. All you need is the date and you are good to go.

However, if you are writing a formal or business letter, you have to include all the essential aspects of a standard letter and these are the:

    • Address heading
    • Date
    • Inside address
    • Attention
    • Greeting
    • Subject line
    • Body
    • Closing
    • Signature
    • Postscript
    • Notation

Before you go to the body of the letter, you should first start with the proper greeting or salutation to the reader. The most common are “dear”, “to whom it may concern”, “hello”, etc. If this is intended to be a formal letter, then you should use the proper title of the recipient, such as “Mr. / Ms.”, “Dr.”, etc. then followed by the last name and a comma. You can now finish your letter by following the structure above.

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Letter Writing Tips

Below are some tips for writing a letter:

  1. The following are the areas that you should concentrate on when it comes to grammar:
    • Adjectives
    • Adverbs
    • Conjunctions
    • Prepositions
    • Nouns
    • Verbs
    • Homophones
  2. Using the proper punctuations will also help the reader know the meaning of each sentence.
    • Apostrophe
    • Colon and semicolon
    • Dash
    • Exclamation point
    • Parentheses
    • Question mark
    • Brackets
    • Comma
    • Ellipsis dots
    • Hyphen
    • Period
    • Quotation marks
  3. You should also watch the capitalization of your words.
  4. Depending on the type of letter that you will write, you should choose the right letter format. Here are some letter formats that you can choose from:
    • Block style
    • Semi-block style
    • Indented style
    • Memorandum style
    5. Below is the standard structure that you should have for you letters:
  • Address heading
  • Date
  • Inside address
  • Attention
  • Greeting
  • Subject line
  • Body
  • Closing
  • Signature
  • Postscript
  • Notation
6. Lastly, you should address important people with their titles.
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    Letter Writings

    English Letter Writing

    Dear Ms. Clyde,

    The purpose of this letter is to inquire on the possibility of doing business with you. Your company has shown much diligence and honesty in the performance of its work and I admire it.

    As you may know already, our company is in the business of manufacturing home furniture. We have been in the business for twelve years and business has been good to us. During these years, we have engaged the services of various wood suppliers which did not match our requirements in the long run. From the performance of your company, I can see that it will satisfy our requirements.

    I want to have a meeting with you to discuss the details of my proposed partnership with you. This week will be fine with me but should you have other opportune time in mind, please give me a call.

    Thank you.

    Sincerely yours,

    Cathy Dennis

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