Complaint letter is written to bring the grievance to the notice of the concerned person for corrective action. For example, you may buy a product from a good dealer, but it may malfunction on the first day of its use and you can use the complaint letter to inform the dealer about this and also to claim for a refund or repair service if you have warranty.
Complaint letter should be written in polite and professional way and the writer should have the enough evidence to prove himself.
Write your complain letter in simple and concise manner, stick to the facts. Keep the letter short
Start your letter with mentioning about the issue you have, be sure to write all the information that is required
The next paragraph should state what you would like to do, to resolve the situation.
The last paragraph should thank the reader for the time. You can also throw in some compliments about something you liked about their company’s product or service.
Keep a copy of the letter for your records.