Complaint letter template
Name and address (eg., for the Customer Services Manager)
Dear Sir or Madam (or name)
Heading with relevant reference numbers
(Optional, especially if writing to a named person) ask for the person's help, eg "I'd really appreciate your help with this."
State facts of situation, including dates, names, reference numbers, but keep this very concise and brief (append details, history, photocopies if applicable, for example if the situation is very complex and has a long history).
State your suggested solution. If the situation and solution is complex, state also that you'll be as flexible as you can to come to an agreed way forward.
(Optional, and normally worth including) state some positive things about your normal experience with the organization concerned, for example: that you've no wish to go elsewhere and hope that a solution can be found; compliment any of their people who have given good service; compliment their products and say that normally you are very happy with things.
State that you look forward to hearing from them soon and that you appreciate their help.
Yours faithfully (if not sent to a named person) or sincerely (if sent to a named person)
Your printed name (and title/position if applicable)
c.c. (plus names and organisations, if copying the letter to anyone)
enc. (if enclosing something, such as packaging or attachments)