Keep the message proportionate
Use the shortest explanation that still tells the truth about the event, impact, and current position. For a message about how to complain about a damaged delivery, use this factual base: include the product or service, order number, dates, price, fault, prior contact, and supporting record.
Give timing that can be trusted
Give a realistic date, a simple option, or a direct yes-or-no question and avoid vague promises such as soon. Request a specific lawful remedy and give a reasonable response date before formal escalation. Make the immediate next step clear enough that the recipient can answer without reconstructing the entire history.
Close the loop without drama
Do not exaggerate, threaten staff, publish private details, or demand compensation unrelated to the loss. Use payment, regulator, insurance, police, data protection, or legal channels for fraud, danger, or unresolved rights. A calm ending is more credible than a warning, a grand gesture, or language designed to provoke a response.