Start with your name, address, date, and the recipient’s name and address
Use a clear subject line stating the complaint
Address the recipient politely and formally
State the purpose of the letter in the first sentence
Describe the problem clearly and briefly
Include relevant dates, times, places, and details
Mention any previous attempts to resolve the issue
Explain how the problem affected you
State what action you want the recipient to take
Keep the tone calm, polite, and professional
Avoid insults, threats, or emotional language
Attach copies of any supporting documents if needed
End with a courteous closing and your signature
Proofread the letter for clarity, grammar, and accuracy