Please consider the following writing conventions;
- Make sure the opening salutation is Dear + title and name of person.
- End your email with Yours sincerely.
- Separate your ideas logically using paragraphs.
- Leave a space between paragraphs.
- Check the content for errors in spelling, punctuation, and grammar.
- Explain the purpose of the email and thank the sender for bringing the matter to your attention.
- Express sympathy and apologize where necessary but do not accept fault.
- Deal with each part of the complaint fully.
- State what action you will take.
- Tell the customer how important his relationship is to you.
- Offer compensation reflecting the severity of the complaint.
A suggested response will be posted later so that you may self-check.
Good luck!
Mr. Lee