Method — the parts of a formal letter of complaint, in order: sender’s address → date → receiver’s designation and address → subject line → salutation (Sir/Madam) → the three paragraphs the book prescribes → Yours faithfully → signature and name.
14, Shanti Nagar
Bhopal – 462003
18 August 20XX
The Commissioner
Municipal Corporation
Bhopal – 462001
Subject: Complaint regarding the damaged kutcha road in Shanti Nagar
Sir,
I am writing to draw your attention towards the extremely poor condition of the kutcha road leading into Shanti Nagar colony. Heavy rain over the past three weeks has broken up the entire stretch between the main road and the colony gate, and it is now unsafe for both pedestrians and vehicles.
The problems that we face are serious. Deep potholes have formed along the whole length of the road, and several of them are hidden under muddy water so that they cannot be seen until a wheel drops into one. Two cyclists have already fallen in the last fortnight, and one of them, a student of Class 6, needed stitches. Consequently, the school van no longer enters the colony and small children have to walk to the main road in the rain. The water standing in the potholes has not drained for days and has become a breeding ground for mosquitoes; four households in our lane have reported cases of dengue this month.
Firstly, I would like to suggest that the potholes be filled and the road levelled before the next spell of rain. Secondly, a proper drain along the roadside would prevent the water from collecting again, and the standing water should be treated by the health department in the meantime. I request you to look into this matter and arrange an inspection at the earliest. I look forward to your prompt response.
Yours faithfully,
(signature)
Aditi Verma
- Facts, not adjectives. “Two cyclists have fallen in the last fortnight” persuades; “the road is terrible” does not. Numbers, dates and places are what force an official to act.
- Consequences, not just the defect. Paragraph 2 shows what the potholes are doing — children walking on the main road, dengue in four houses. That is what turns an inconvenience into a matter for the department.
- A workable request. Asking for the road to be levelled and a drain built is something a corporation can order tomorrow; asking for “immediate action” is not.
- A courteous, impersonal tone. No blame is placed on any individual. The letter complains about a road, not about a person, which is why it can be answered without an argument.