A complaint letter is used to complaint about a product, service or a person to the higher authority. The complaint letter should be concise, clear and factual. The letter has to clearly mention what actually the problem is. The letter has to describe the problem in a precise manner. All the dates, details, requirements, etc. have to be mentioned so that it helps the reader understand the problem easily.
Even if you are angry and frustrated, the letter should use a friendly tone. This helps the other party in reciprocating and the action is taken quickly. All the main points of the problem that you are facing need to be highlighted in the letter.
I had recently ordered a pair of sports shoes (Item # 1234) from your company's website on February 05, 2008. I received the sports shoes on February 10. On opening the parcel, I found that the shoes were defective. There is a small tear in the front part of the left shoe. My order number is CD789456.
I am sending the parcel back to your company address with this letter. The shoes were an urgent requirement so I have purchased another pair from a local sports shop. As I have already bought a pair, you can credit the amount to my account once you receive the parcel.
Thank you for patiently reading this letter. I have been a loyal customer of your company for last five years. I never had a problem with any of your products. This has happened for the first time. Will get back to you if I need any sports equipment in the future.