Open by naming the problem plainly, without a long wind-up. Something like "I'm writing about a billing error on my account that I'd like corrected." State what happened, when, and what you want done. A clear opening tells the reader exactly why the letter matters.
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Complaint Letter Template
FREE TEMPLATE
Business Complaint Letter
This free complaint letter template helps you raise a problem and ask for a fix, in a way that gets results without hurting the relationship. Copy it, fill in what went wrong and what you want done, and send it. A calm, factual letter gives the recipient what they need to do to put things right, and it keeps you from being brushed off.
This is one of the letters in our free Business Letter Templates collection.
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No one wants to have to take the time to write a letter of complaint. Sometimes, however, it is necessary to complain in order to complete a project or to receive the proper result you deserve. A well-written complaint letter can serve this purpose.
Ideally, your complaint should result in your satisfaction on the issue. The recipient should also benefit by understanding and appreciating your point of view; allowing both parties to move forward in a more positive way, and ultimately provide the opportunity to create an even stronger relationship.
When crafting a complaint letter it's important to make your complaint to the person(s) who have the ability to correct the situation for you. Finding out who has the authority to fix the situation will decrease the time everyone will have to spend on the issue.
State plainly, but without being overly emotional and without accusations or unfair bias, your reason for making the complaint.
Make it clear what you expect to remedy the situation. Indicate precisely what the reader can do to address your complaint, and provide a reasonable for having key actions completed. Be certain that your expectations are reasonable and achievable. Don't be overly zealous or you'll lessen the chances of receiving a positive outcome.
"Make no complaint you aren't willing to assist in fixing."
Be clear and firm, yet maintain a respectful and professional tone in your letter, and in any subsequent communications.
Somewhere in your letter, appeal to the reader to place themselves in your shoes to help them understand the conditions that frustrate you. In return, let the reader know that you have also made an effort to consider their position and the various obstacles and barriers they may be faced with.
Seek to achieve an outcome that both parties will recognize and fair and respectful.
Jump To: When to Use It | The Leadership Lens | How to Use This Template | Copy the Letter | Examples | Complaint Letter Tips | FAQ | Get Updates Free | Download Templates
When to Use a Complaint Letter
A complaint letter helps when something has gone wrong during a business interaction and you need to alert upper management or seek resolution. The same template works whether you're dealing with a company you rely on or one you may never use again.
To a vendor or supplier: A product, a delivery, or a service from a company you do business with has fallen short, and you want it fixed without damaging a working relationship.
As a customer, to a company: A billing error, a defective product, or poor service needs to be made right.
If the issue is money you're owed rather than a product or service problem, use the collection letter instead.
The Leadership Lens
Lead with the facts and keep emotion out of it. A calm, well-documented complaint letter lets the person on the other end focus on solving the problem rather than reacting to your tone, so say plainly and respectfully what happened and what you want done about it.
Send the letter to someone who can fix the problem, since a complaint aimed at the wrong person will only delay a response. Ask for a specific, reasonable remedy and a response date, because a clear request is much easier to act on than a vague sense that you're unhappy.
How to Use This Template
Before you send the letter, run through these five points. Following these guidelines, you increase the chances of the complaint being received in the spirit intended.
- Assume good faith: Most mistakes are honest ones, and a letter that assumes the best tends to earn a better response.
- Keep it to one page: Stick to the facts of what happened and leave judgment and emotion out of the conversation.
- Name the remedy: Say exactly what would resolve the matter and give a reasonable date for it.
- Stay firm and respectful: Hold your position without slipping into aggressive or accusatory language.
- Find the right person: Address the letter to whoever has the authority to fix the problem.
Complaint Letter Template
This complaint letter template works for a complaint to a supplier or from a customer to a company. Copy the text below, then replace each bracketed field. Add the specific facts of what happened so it reads as yours and not a form letter.
Tip: for a printed letter, hand-sign your name in blue ink above your typed name. It signals the note is personal.
Email Version
Before you send.
Get your facts and dates right, and attach any documentation that supports your case, such as receipts, invoices, or photos. A documented complaint is far harder to dismiss than a general grievance.
If you mention an escalation, whether to higher management, a consumer agency, a regulator, or a public review, only raise it when you're prepared to follow through. An empty threat costs you credibility, and your tone should stay professional even then.
Complaint Letter Examples
This is the complaint letter template filled in two different ways, first as a complaint to a supplier, then as a customer to a company.
Supplier Example
Customer Example
Notice what both letters do: they state the facts, name a specific remedy, and set a due date, without ever losing the respectful tone of a thoughtful messenger. That combination is what moves a complaint from a grievance someone can easily dismiss to a request someone wants to act on.
Take whichever example fits your situation, swap in your own facts, and send with greater confidence using this complaint letter template.
"It's ironic that in our culture everyone's biggest complaint is about not having enough time; yet nothing terrifies us more than the thought of eternity."
- Dennis Miller
What to Avoid in a Complaint Letter
A few things that weaken an otherwise good complaint.
- Venting: Anger and sarcasm give the reader a reason to focus on your tone instead of the problem.
- Vague asks: "Do something about this" is easy to ignore. Name the exact remedy and a date.
- Threats you won't carry out: An escalation you don't intend to follow through on costs you credibility the moment it's tested.
- The wrong recipient: A letter sent to someone without the authority to fix it just adds delay.
- Missing proof: Without receipts, dates, or photos, it's your word against theirs. Documentation is what makes a complaint stick.
Frequently Asked Questions
Click on the (+) sign below to expand each question. Click the (-) sign to collapse it again.
How do I start a complaint letter?
How formal should a complaint letter be?
Professional, but not stiff. Stay factual and respectful, use a normal business greeting, and avoid sarcasm or anger. The calmer and more documented the letter, the easier it is for the other side to focus on fixing the problem.
What should I include in a complaint letter?
The facts of what happened and when, the impact it had, the specific remedy you're asking for, a reasonable date for a reply, and your contact details. Attach supporting documents like receipts, invoices, or photos so your account is easy to verify.
Should I send a complaint by letter or email?
Email is fine and fast for most issues, and it gives you a timestamped record. Use a printed letter on letterhead when the matter is serious or you want a formal paper trail. Either way, keep a copy of what you sent.
What if I don't get a response?
Follow up once, referencing your first letter and the date you sent it. If that doesn't work, escalate to someone with more authority, or to a consumer agency or your card issuer if that fits the situation. Only mention an escalation you're prepared to follow through on.
How do I complain without damaging the relationship?
Assume good faith, keep the tone level, and make clear you'd rather resolve it directly. Naming a fair remedy and thanking them for looking into it signals you want a solution, not a fight, which is what keeps a working relationship intact.
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