1. The language of the complaint letter should be simple and clear and the letter should be written politely.
2. The customer should present all the facts-information and statistics about the matter which he is dissatisfied with.
3. The order letter regarding the matter being complained about should be referred.
4. The claim of the matter about which the complaint has been made should be clear in the letter.
5. The customer should make reasonable suggestions on how a settlement or compensation is possible to rectify the situation, without directly blaming the trader for the claims / complaints.
6. Mention should be made for speedy settlement by mentioning the professional standing of the seller of goods as well as the spirit of justice.
7. Money, sales, service or reputation should be clarified in which of these four matters and how much has been lost.
8. If possible, a notice of settlement and a fixed period of time should be indicated.