Complaint letters usually refers to the official correspondence by an individual or a group trying to redress their grievance against an individual or an organization. Complaint letters needn’t follow any format but for these letters to be effective it is advisable to treat them as a business or a professional correspondence. To make your complaint letter more effective so as to generate a favorable response following tips could be incorporated while writing one.
Be specific to which you want to address i.e. instead of making the addressee general find out who will take care of your problem and address the letter to him directly. Begin your letter on a formal but positive tone and keep the facts honest and straightforward. Always try and keep the letter brief and to the point omitting anything that is irrelevant.
The tone of the letter should be firm yet respectful and avoid being threatening or accusing. You should suggest the solution and why it should be granted to you. And if your case may have other aggrieved parties like your then collect as many signatures as possible while making the complaint.
Another thing that should be kept in mind is that if there is any document that has to be attached along with the letter and always send a photocopy with the original retained with you.