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Using a standard business letter format (link below), state the reason your are writing as your first paragraph, 'I am writing to advise you..., (and to request... if necessary)'.
Use the second paragraph to explain the problem and the reasons that it occurred, keeping it short and to the point. If a request is necessary, that goes next; mention or list anything that may be attached to support your request.
Start the third paragraph with any important dates or time frame, if applicable; next provide the information necessary for them to contact you; and the last sentence is used to thank them for their time and/or their action.
That's all you need.
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