Complaint Letter Template

Write a complaint letter when a product or service falls short and you want it fixed without damaging the relationship.

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[[Sender Name]]
[[Address]]
[[Email]] | [[Phone]]
[[Date]]

[[Company Name]] — Customer Service
[[Company Address]]

Re: Complaint regarding [[order / account / booking #]]

Dear [[Service Manager Name]],

On [[date of purchase]], I bought [[product / service]] (order [[#]]). Unfortunately, [[describe the problem clearly and briefly]].

I have already [[steps you took, e.g., contacted support on [date]]], but the issue remains. I would like [[your desired resolution: refund / replacement / repair]] by [[date]].

I have been a customer since [[year]] and would prefer to resolve this directly. Please reply to [[email]].

Sincerely,
[[Sender Name]]

What to fill in

Your order or account number
A factual, brief description of the fault
The specific resolution you want
A reasonable deadline

Tips

Stick to facts and avoid blame — it gets a faster yes.

Attach photos or receipts as evidence.

State the resolution you want, not just the problem.

FAQ

How firm should the deadline be?

Give 7–14 days for a reply. Too short looks aggressive; too long loses urgency.

By Tracy Walsh, business writing coach

Complaint Letter Template

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What to fill in

Tips

FAQ

How firm should the deadline be?

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