Complain Letter

Introduction

Letters of complaint usually include the following stages:
1.Background
This section describes the situation; e.g.
I am writing to inform you that the goods we ordered from your company have not been supplied correctly.
I attended your exhibition Sound Systems 2011 at the Fortune Hotel (22-25 January) and found it informative and interesting. Unfortunately, my enjoyment of the event was spoiled by a number of organisational problems.
I am a shareholder of Sunshine Bank and I am very concerned regarding recent newspaper reports on the financial situation of the bank. Your company is listed as the auditor in the latest annual report of the bank, so I am writing to you to ask for an explanation of the following issues.
I am writing to inform you of my dissatisfaction with the food and drinks at the 'European Restaurant' on 18 January this year.
2.Problem
Cause:
On24 December 2010 we placed an order with your firm for 12,000 ultra super long-life batteries. The consignment arrived yesterday but contained only 1,200 batteries.
Firstly, I had difficulty in registering to attend the event. You set up an on-line registration facility, but I found the facility totally unworkable.
You sent us an invoice for $10,532, but did not deduct our usual 10% discount.
We have found 16 spelling errors and 2 mis-labelled diagrams in the sample book.
Effect:
This error put our firm in a difficult position, as we had to make some emergency purchases to fulfil our commitments to all our customers. This caused us considerable inconvenience.
Even after spending several wasted hours trying to register in this way, the computer would not accept my application.
I am therefore returning the invoice to you for correction.
This large number of errors is unacceptable to our customers, and we are therefore unable to sell these books.
3.Solution
I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again.
Could I please ask you to look into these matters.
Please send us a corrected invoice for $9,479
I enclose a copy of the book with the errors highlighted. Please re-print the book and send it to us by next Friday.

4.Warning (optional)
Otherwise, we may have to look elsewhere for our supplies.
I'm afraid that if these conditions are not met, we may be forced to take legal action.
If the outstanding fees are not paid by Tuesday, 11 January 2011, you will incur a 10% late payment fee.

5.Closing
I look forward to receiving your explanation of these matters.
I look forward to receiving your payment.
I look forward to hearing from you shortly.

Politeness
The tone of complaint letters should not be aggressive or insulting, as this would annoy the reader and not encourage them to solve the problem. In addition, questions such as 'Why can't you get this right?' should not be included.
Content
The content should contain enough details so that the receiver does not have to write back requesting more.
Legal action is not normally threatened in the first letter of complaint, unless the situation is very serious.

Example :

ABC Company
NewJersey
23rd June, 2008.
Ref: Defective product
Dear Mr. Morgan,
I had bought the XYZ Baking Product, receipt number 123445 from your Company on 20th June.  I regret to inform you that the product is defective and my numerous verbal complaints to your personnel have yielded no results. 
I request you to either replace the product with a functioning new product or refund my money within one week.
I have never been let down by any of your products in the past and I look forward to your immediate action on this occasion.
I am enclosing a copy of the Receipt to help you initiate immediate action.
Thanking You,
Sincerely,
Anne Rice
Encl: Copy of Receipt