Keep your complaint focused on the exact incident that prompted your letter.Do not veer into generalized criticism of the company, and avoid personal attacks and abusive language.” might be confusing, or it might even be taken as a sign that the writer is too lazy to type out the word “you.” Making assumptions about your audience’s expectations increases the risk that your message or its tone will be misinterpreted.
In the first body paragraph, open with a sentence that immediately draws the reader's attention to the matter, e.g.: Follow the opening sentence with a summary of the events that prompted your complaint.
Be sure to include exact dates and times, and give all the relevant information in a clear and logical sequence.
It can help you determine when e-mail is and is not an efficient way of communicating and write e-mail that successfully conveys your message to your intended audience.
Although e-mail is a valuable communication tool, its widespread use in academic and business settings has introduced some challenges for writers.
The tone of this message is very casual; it assumes that the reader knows who the sender is and has a close personal relationship with the sender.
Because it contains an ambiguous reference to “the assignment,” this message also assumes that the reader is familiar with the subject matter at hand (for instance, it assumes the reader will know which course and which particular assignment the sender is referring to).In this message, the writer also makes an implicit assumption about the reader’s familiarity with the slang that is often used when sending an instant message or text message.If the reader is not familiar with this type of slang, the “U” in “Can U help me?In the next paragraphs, you should outline what steps you have taken thus far to resolve the matter and describe the consequences of the faulty product or service.Adding specific details, such as additional costs you have incurred to replace a faulty product, will strengthen your complaint.Writers are challenged to make their e-mail stand apart from “spam” and to grab and hold the attention of their audience.