Essay Writing (Formal Letters); Letters of Complaints

Remember that formal letters are letters to offices rather than persons, and so are regarded as impersonal letters. As such, they should neither contain personal greetings nor discussion of personal affairs. They include.

1.      Letters to offices and business houses

(a)   Applying for jobs.

(b)   Making requests.

(c)   Replying to official letters

(d)   Complaining about a faulty product etc.

(e)   Placing orders for books, shoes etc.

2.      Invitations, notices, memos, advertisement, circulars

3.      Letters to institutions asking for admission, permission or making complaints etc.

4.      Letters to editors of newspapers, magazines etc. on topics of public interest

The focus here is letters of complaints. These are letters written to address issues that displease the writer and for which he or she would like to express himself.

(a)   The opening paragraph, contain expressions, like …

(i)                 I regret to inform you that …

(ii)              I feel sad to inform you that ….

(b)    The closing paragraph contains expressions such as:

(i)                 I look forward to an early reply

(ii)              I expect an urgent action from you.

(c)   The tone of a letter of complaint should be serious but not rude. Use ‘shall’ and ‘will’ to show strong request, rather than the polite ‘should’ and ‘would’. If you are rude, the recipient may take offence and if you are too polite or soft, the recipient may not take you seriously. You must strike a balance between the two.

(d)   The topic given will specify what should be the content of the letter. The topic should be understood instructions obeyed. It should not be filled with irrelevance in an attempt to make it voluminous.

Sample Question.

Write a letter to the General Manager of a book shop, complaining about some shortcomings of a branch located in your neighbourhood. It should be about 400 words long.

Guidelines

(a)   Start with the format for formal letters

5, Oba Akran Road,

P.O Box 1008,

Ikeja,

Lagos.

12th June, 2016.

The General Manager,

CMB Bookshop,

Ikeja.

Dear Sir,

(b)   Write the heading:

COMPLAINTS ABOUT THE SHORTCOMINGS OF THE CMB BOOKSHOP IN MY AREA.

(c)   Start with the acceptable expression for letters of complaints:

I feel sad to inform you that …………………………..

(d)   Give your complaints against the branch e.g. poor services rendered by the staff, exhorbitant prices, refusal to change damaged books, inadequate stock etc.

(e)   Point out the effect these shortcoming can have on the set-up.

(f)    Conclude with the acceptable expression for letters of complaint already discussed:

I expect and urgent action from you.

(g)   End with format for formal letters:

Yours faithfully,

Evans Peter

EVALUATION

Use the outline above to write a full length essay.

READING ASSIGNMENT

Effective English, pg 192

B.     Sentence Types According to Function

Sentences are classified, according to their functions, as:

i.                    Declarative

ii.                  Interrogative

iii.                Imperative

iv.                Exclamatory.

i.        Declarative Sentences (Statements)

A declarative sentence expresses a statement or declaration and usually end with a full stop.

Examples:        (i) She suggested we go by bus.

                        (ii) The high men took away the money she had.

ii.      Interrogative Sentences (Questions)

They are used to ask questions.

Example:         Do you want some oranges?

                        Can you solve the problem

                        Where do you live?

iii.    Imperative Sentences.

These are sentences used when we want to make people do something. Imperatives range from polite requests to sharp orders (or commands). Imperatives are also used to give instructions, directions and make suggestions.

Example:         Would you be kind enough to dust the shelves?

                        Do you mind dusting the shelves.

Can you please dust the shelves – polite request

Dust the shelves!

Stop !                           Sharp orders.

Leave now

iv.    Exclamatory Sentence

They convey different feelings or emotions of love, surprise, anger, hatred. Etc.

Example:         Whoops! I almost smashed the car.

                        Ugh! How can you drink that.

EVALUATION

Identify the sentence type contained in each of the sentences below

1.      Have you been studying hard for your examination?

2.      What an elegant look you have!

3.      Our country has great economic potentials.

4.      Get out of my room!

READING ASSIGNMENT

Countdown in English, pg 271.