How to Write a Complaint Letter: 15 (Free) Templates

A formal letter addressed to a company, individual, or organization talking about the issues you have faced regarding their products, services, etc., is known as a complaint letter. It is also known as a claim letter or adjustment letter.

The main aim of the letter is to make the other party aware of the defects or problems in their products or services and request certain actions to be taken to resolve the situation.

What Is a Complaint Letter?

Complaint letters express dissatisfaction or file a complaint about the provider’s goods, facilities, or any wrong-doings that have taken place regarding the goods or facilities. The provider may be an individual, a company, or an organization.

Complaint letters are used to express your dissatisfaction with unjust situations and to achieve a positive conclusion.

They are a tool that helps consumers seek justice. Filing a complaint motivates other unhappy customers, persuades the relevant authorities to take the necessary measures, and holds the people in default accountable, liable, and receptive.

Complaint letters should also communicate the writer’s views or sentiments on the matter while withholding excessive emotions and violence. 

Things to Include in A Complaint Letter

Include your contact information

Your name, address, phone number, email address, etc., should be the first thing the recipient sees when opening the letter. This will help them to get back to you after going through your complaint. 

Include the date and references.

Add the specific day on the letter as well as any information linked to the item, service, or scenario. The references may be a customer care number or a help forum, etc. Also, make sure to include your bill number or customer id.

Include the context

The context matters in such cases. Give an overview of the incident, providing time frames, dates, and locations, as well as any pertinent evidence, such as invoices or agreements. You can also let them know if you called customer service, how they responded, etc.

Include the specific complaint

Give every bit of description possible about the precise issue or difficulty you are facing. The main purpose of writing should be transparent. Stick to the central idea and avoid deviating from it. 

Include a request for action.

Describe what you want to make occur as the outcome of your report. Include what you want the person or organization to do to fix the issue at hand, which might include a full refund, an exchange, or a description of how the error will be fixed.

Include the conclusion

Finish with a courteous but strong plea for a reply. Make sure to make the customer support professional know how much you appreciate them taking the time to read your letter. End the letter with a polite concluding phrase like “Sincerely,” “Thank you,” or “Best regards.”

Some tips on writing a complaint letter

A well-articulated claim letter might assist in resolving the problem and obtaining what you deserve. These tips will be sure to help you write the perfect complaint letter and get you a quicker response:

Be respectful

Ensure to be courteous and professional while sending a complaint letter, even if you are disappointed or outraged about the issue. This is not the time to let your emotions get the best of you.

Be clear and concise

Make your letter brief and straight to the point, concentrating on the particular subject or issue at hand. Do not derail the topic with unnecessary things.

Provide necessary details

Provide as much information as attainable, including dates, times, and the names of persons you’ve communicated with or dealt with, to ensure the receiver completely comprehends the issue. Include any supporting documentation, such as documents, bills, or images related to your complaint.

Clearly state your desired outcome

Make it clear what you want the receiver to do to fix the situation, such as an apology, repair, or refund. Remember to be polite and fair when requesting a refund or exchange.

Follow up

If you fail to get an answer to your grievance letter beyond an acceptable period, contact the receiver to confirm that the problem is being resolved. Remember that it is your basic right and obligation to fight for justice in the event of injustice, which includes filing a complaint.

Key takeaways

Your complaint letter should be no longer than one page in length. Keep it brief and only include the information which the receiver needs to know. You are probably not going to get a quick response, so remember to be patient.

Letter Template: 1

Writing a Complaint Letter to A Company

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub-  Writing a complaint letter to a company.

Dear, [ mention the name of the recipient]

To whom it may concern, I [ mention your name] want to state with great regret that I want to file a complaint against [ mention the name of the company] who sells [ mention the product]. I purchased [ mention the product] from this company a few days ago, which is totally damaged.

On [ mention the date] I purchased a [ mention the product] from this esteemed company that is [ mention the name of the company] which I found damaged so next day I went to the company to find some solution but the company’s associate told me that I will not get any replacement or any refund for the same by which I got angry. 

They told me that according to their terms and conditions, no refund or replacement would be done if the purchase is made. They are doing unfair things to their customers, which is not good. I waited there for a long period of time which was so bad. I want you to take some strict steps against them. The thing they did was so unexpected and unethical.

I hope that you are getting my problem and will do your best to solve it as soon as possible. I hope that you will come up with some solution.  Your cooperation and support is highly appreciated. If you have any queries regarding the same, then kindly contact me through my contact details mentioned below. Thank you so much.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Writing a Complaint Letter to A Company

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Letter Template: 2

Writing a Complaint Letter to A Company

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub-  Writing a complaint letter to a company.

Dear, [ mention the name of the recipient]

To whom it may concern, I [ mention your name] want you to know that  I want to file a complaint against [ mention the name of the company] who provides customer service that is [ mention the service]. I booked an appointment for  [ mention the service] from this company a few days ago which is the worst and they are not doing anything to make it right. I have never experienced such a bad thing from any company.

A few days ago that is, on [ mention the date] I hired them to provide me with the service that is [ mention the service] and they told me to provide them with advance payment and they will come at [ mention the time] to provide me with the service after that I sent them money for the service but after some time they weren’t receiving my calls and they didn’t respond. 

After several tries, when they answered my call they told me that they are not going to come to my place to provide the service and when I asked them about the money they answered that it is not possible to refund it because of some network issues.

They also mentioned that they are going to come on the next day but no response from them I received. It was really a pathetic experience that I gained from their service.

I hope that you are getting my problem and will do your best to solve it as soon as possible. I hope that you will come up with some solution. Your cooperation and support are highly appreciated. If you have any queries regarding the same then kindly contact me through my contact details mentioned below. Thank you so much.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Writing a Complaint Letter to A Company

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Letter Template: 3

Writing a Complaint Letter to A Company

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub-  Writing a complaint letter to a company.

Dear, [ mention the name of the recipient]

I [ mention your name] want to state with great regret that I want to file a complaint against [ mention the name of the company] who sells [ mention the product]. I purchased [ mention the product] from this company a few days ago, which is totally damaged. I have checked the product there, and it was totally fine over there but when I opened it at my house I received a different product, and now when I am asking them to change it they are denying it.

I purchased a flower vase from [ mention the company] on [ mention the date] and I have checked it many times before buying it and when I approved the product, they took the product for packaging and when I came back to home, I found a different product which I have not asked or approved for. Now when I tell them that I have received a different product, they are saying that it is not their fault and they are not responsible for anything.

They told me that according to their terms and conditions, no refund or replacement will be done if the purchase is made. They are doing unfair things to their customers, which is not good. I waited there for a long period of time which is so bad. I want you to take some strict steps against them. The thing they did is so unexpected and unethical. They also behaved rudely toward me.

I am looking forward to receiving some help from you. I request you to kindly look into this matter and solve this as soon as possible. I hope that you will come up with some solution.  Your cooperation and support is highly appreciated. If you have any queries regarding the same then kindly contact me through my contact details mentioned below. Thank you so much.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Writing a Complaint Letter to A Company

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Letter Template: 4

Writing a Complaint Letter to A Company

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub-  Writing a complaint letter to a company.

Dear, [ mention the name of the recipient]

To whom it may concern, I [ mention your name] want to convey to you that I want to file a complaint against [ mention the name of the company] who sells [ mention the product]. I purchased [ mention the product] from this company a few days ago and the quality of the product is not the same as they promised to me. They told me that it will last till [ mention the duration] but that’s a fake promise which they made to me.

On [ mention the date] I purchased a [ mention the product] from this reputable company that is [ mention the name of the company] which I found that the quality of the product is very low and I am not satisfied by the product so next day I went to the company to find some solution but the company told me that there is no solution of this thing which happened to me. 

As per their terms and conditions, no refund or replacement will be done if the purchase is done, which is said to me. They are doing unfair things to their customers which is not good. I waited there for a long period of time which is so bad. I want you to take some strict steps against them. The thing which they did is so unexpected and unethical.

I believe that you are getting my problem and will do your best to solve it as soon as possible. I hope that you will come up with some solution. Your cooperation and support is highly appreciated. If you have any queries regarding the same, then kindly contact me through my contact details mentioned below. Thank you so much.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Writing a Complaint Letter to A Company

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Letter Template: 5

Official Complaint Letter

To,

[ Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub- Official Complaint Letter.

Dear, [ mention the name of the recipient]

I [ mention your name] residing at [ mention your location] want to state that I have a complaint against poor service which is provided by your esteemed company that is [ mention the name of the company]. Since the service was very poor, that’s why I am writing this letter to you.

Recently from your company that is [ mention the name of the company] I booked a service for cleaning my air conditioner and on [ mention the date] they came to my house for the same purpose and after doing their job, the air conditioner was not working properly and the cleaning was not done in a proper manner. 

I have tried to contact your office but there was no response from your side. I am very disappointed with this type of service which is provided by your company. I didn’t expect that I would receive such a thing. Kindly look into this matter and find some solution to it.

I hope you are going to solve this problem as soon as possible. I am really unsatisfied with your service. If you have any queries regarding the same then kindly contact me through my contact details mentioned below. I am looking for a fast response. Thank you so much.

With regards, [ mention the name of the sender]

[ Mention the designation]

[ Mention the address of the sender]

[ Mention the contact details of the sender]

Official Complaint Letter

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Letter Template: 6

Passport Verification Delay Complaint Letter

Your Name

Your Address

Street, City, State

Zip-Code

Date

To

The Commissioner 

Police Department 

Address

City, State, Zip-code

Subject – Complaint About the Delay in Passport Verification

Dear Sir/Madam,

I am writing this letter to inform you about the delay in passport verification, which eventually affected the issue of passports.

I am a resident of [Your place], applied for a passport on [dd/mm/yr] as I need to submit it for a job process. I have completed all the formalities by attending the passport office and got verified with all the required documents on [dd/mm/yr]. And I am informed that I need to call mandatory police verification, after which the passport will be issued.

I also received a text message about the scheduled time and date of police verification, where a person from the police department will visit my place and confirm my address and all other documentation as given are accurate.

But on the scheduled date [dd/mm/yr] no one showed up to verify. Even after many calls, no proper response is given from the concerned persons.

Because of this my passport issue is getting late, and I want it as soon as possible for submission. So I request you to look into this matter and please help me in getting my verification process completed. 

Thanking you

Yours sincerely 

[Your Name]

[Your Address]

[Contact Number]

passport verification delay complaint letter

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Letter Template: 7

Damaged Luggage Complaint Letter to Airlines

To

Authority name

Job Designation

Name of Airlines

Address

Subject: Complaint Regarding the Damaged Luggage 

Dear Sir/Madam,

On [dd/mm/yr], I took flight number XXXXX from [Departure airport] to [Arrival Airport]. It was a direct flight and had no issues with the flight service. I was very much happy until I came to know my checked luggage was damaged beyond repair.

I have informed the concerned people over the luggage counter, but they didn’t respond properly. I have traveled by your airlines many times but never faced such an issue. It is pathetic to see my luggage damaged.

This is unacceptable. I had all of the required labels warning handlers that my luggage was filled with expensive, fragile equipment. All of it was valuable, and some of it was extremely difficult to replace.

I would like to lodge a formal complaint concerning the unprofessional behavior of your baggage handlers and all the people associated with this matter. And I request full compensation for the equipment that was destroyed due to the irresponsible and negligent behavior of your airlines.

It is necessary to recruit skilled employees and train them in the best way possible to serve your passengers properly.

I am enclosing the list of all the equipment that was damaged during the flight, along with its approximate market value. And please make sure to contact me for any further queries.

Thank you.

Yours Sincerely,

[Your Name]

[Contact Number]

[Fight Ticket Number]

[Address]

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Letter Template: 8

Delay in Project Complaint Letter

To

The (Authority)

(Project’s Name)

This is to bring to your notice that I am the buyer of unit no. (123) of your (project name), and I have not received any information regarding the confirmed date of handing over the possession of the mentioned unit.

I signed the agreement on (24th August 2019), and they have committed that possession would be handed over in (April 2020); after that, it was told that by the end of (July 2020) the control would be given.

However, the possession of the unit was not delivered even after the expiry of the extension date. 

I feel very disappointed with this approach and very sorry that the company has failed to keep its commitment and lost the buyer’s faith as it has delayed. I have paid 60% of the total amount and paid interest on it every month to the bank, causing me a financial burden.

This time we are expecting something better on this. We don’t want the relationship to be bad. We bought this property because we have that urgency to shift, so this type of inconvenience does not make any sense.

I am requesting the authority to let me know the exact delivery date, or else I would have to resort to taking appropriate legal actions against the company on account of the delays caused by you. We are hoping for a positive response.

Thanking you

(Buyer’s Name)

-delay in project complaint letter

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Letter Template: 9

Unavailability of Postal Stamps Complaint Letter

To,

[Designation of addressee]

[Address]

Respected Sir,

I am [Name of customer] and a resident of [name of place]. This letter is to bring to your kind notice about the inconvenience caused to the customers regarding the unavailability of postage stamps at the local post office for two months. I had visited the post office before two months to post some business-related documents to [name of city]. As it was an out-of-town parcel, it required a postage stamp.

I made the payment at the billing counter for the postage stamp but when I reached the section for postage stamps, I could not find any items. I contacted the postmaster regarding the issue and he informed me that there is a shortage of stamps due to some technical issue at the head office.

As my parcel was an urgent requirement, I had to get that done from the local courier services by paying higher charges. 

About fifteen days after this incident, I had to visit again for another parcel and the situation was the same. I must say, this incident has been repeated almost five times. I am frustrated with the services that you provide.

You are not able to replenish a small yet important item and this issue is not resolved yet.

It is a humble request from my end to kindly look into this matter at the earliest. Thanks in advance.

Yours truly,

[Name of Sender]

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Letter Template: 10

Not Getting Due Benefits Complaint Letter

To,

[Designation of addressee]

[Name of insurance company]

Respected Sir,

I would like to bring to your kind notice the due benefits that I am unable to get against the health insurance policy purchased from your company [policy details]. While registering for the policy, I had mentioned all the diseases that I have and the insurance agent had verified that all these are covered under the insurance.

In the unlikely event of any medical emergency related to the listed medical conditions, I would be able to get the due benefits which would be a discount of 50 percent on the billed amount.

I would like to inform you that last month I got admitted to your listed hospital due to [name of disease].

As per the rules, I was eligible for availing of the benefits under the insurance. I opted for cashless hospitalization and the process was smooth. After my recovery, during my discharge, I could find that I was not offered any discount on my bill as mentioned in the insurance terms and conditions.

When I contacted the customer service of your company, they told me that the discount was not applicable for this disease of mine. I am confused about this ambiguous matter.

It is a humble request from my end, please educate your company officials regarding the terms of the insurance. Kindly look into this matter and revert back.

Yours truly,

[Name of Sender]

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Template: 11

Wrong Billing Restaurant Complaint Letter

To,

Manager 

[xxx restaurant]

Respected Sir,

I visited your restaurant with my family on New Year’s eve. I am writing this letter regarding the poor service that was rendered by you on the occasion.  I have been a frequent visitor to your restaurant for a year and have also availed of the membership which grants special discounts on special occasions.

On that day we ordered a total of seven items, including the starters and main course and the food served was delicious. But the issue came up when we got the bill. The bill showed that we ordered a total of ten items. I was surprised to figure out where did the additional items come into the picture.

Though I argued with the representative at the billing counter, he did not pay any heed to my words. The waiter was called for verification and he informed us that we had given order of ten items. I am unable to figure out the discrepancy as in who did the mistake. Your restaurant doesn’t do such types of mistakes and this is the first time I have encountered such an issue.

I understand it was a day of a heavy rush but handling each and every customer is a priority for a business. I ended up in paying the extra amount and it spoiled my celebration mood.  Such behaviors always tarnish your brand image.

I want you to look into this matter on a priority to resolve my issue at the earliest. Thank you.

Yours  truly,

[Name of Sender]

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Template: 12

Bad Behavior in College Complaint Letter

To

The Principal,

[Institute Name]

[Address]

Dear Respected Sir,

I am proud of my organization for inculcating ethical and moral values among students with an eminent level of learning. However, despite repeated ethical instructions to students, some of them deliberately violate the institution’s code of ethics.

(Student Name) he is the one who falls into the category of repeatedly abusing students in the class. His Grade is (Name), and his registration number is (Reg. Or Roll Number). 

In today’s lecture, he behaved rudely to me as I warned him about his lack of attention in the lecture. His attitude towards me was like he completely ignored the ethical standards of our institution.

For the past two weeks, he has become unresponsive whenever I try to address his behavior towards teachers and his interest in learning.

When he treated me miserably today, I politely advised him that his dreadful behavior towards teachers was detrimental to his career and future.

Unfortunately, suddenly, he left the class even without informing me.  How could I endure this behavior! I am afraid that he will not change his attitude towards teachers because of his constant indifference to my previous advice.

Sir, I hope your advice will make the necessary change in his attitude. Call him to your office at your convenience as early as possible so that I would not have to get his disgraceful behavior in the next class.

Thank you for your precious time.

Best Regards,

[Sender Name]

[Job designation]

[Contact no. and Signature]

bad behavior in college complaint letter

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Template: 13

Mobile Billing Period Complaint Letter

Your Name

Address

City, state, zip-code

[Name of Mobile Company]Address 

City, state, zip code

Subject: Complaint about Mistake in the billing period.

Dear Sir/madam,

I’ve just received your invoice No XXXX (dated) for the half-yearly concerning my telephone No. XXXXXXX is inappropriate.

In this bill there are errors, which I wish to bring to your knowledge for rectification. First coming to the period of the bill, it is calculated for six months from [dd/mm/yr] to [dd/mm/yr] but I have already paid three months of it from [dd/mm/yr] ] to [dd/mm/yr] and only have to pay from [dd/mm/yr] to [dd/mm/yr].

Firstly I want to bring to your notice that All eighty phone calls are shown in the statement, out of which twenty-eight are of the previous three months and remaining comes to the current three months period. Secondly, I have been charged for two incorrect ISD calls.

I am sure that, there is some error with your accounting or there is usually some mix-up someplace. I request you to kindly look into the matter and get the telephone bill corrected. Normally, I shall be obliged when you can produce the details regarding all the local calls along with the ISD calls made.

Now I am sending back the telephone bill for the ready reference and essential correction. The payment for these current three months will be made the moment a rectified bill is provided for me.

Thanking you,

Yours faithfully

Your Name

Contact no

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Template: 14

Wrong Transaction Complaint Letter to Bank

To

The Bank Manager

XYZ Bank

Address

I beg to say that myself a resident of (Address). I have an account in my name holding account number (123) in your bank. From my account, an amount of (123) has been credited to Mr. (Name)’s account instead of in favor of Mr. (Name)’s account by mistake. The transaction number is (123), and the transaction date is (dd-mm-yyyy). I was not aware of this kind of wrong transaction.

It has been an erroneous transaction; I am requesting you to verify this matter as soon as possible.

On top of that, I tried to contact the wrong amount receiver. But he refused to send me back the money and stated it is my fault. In fact, he informed me that he would not refund my amount until the bank took any initiative. Therefore, I will be beholden if you get involved with this case quickly from your side and help me get my refund.

As I have already tried to solve this matter on my own but I could not so, no other option is left for me but to seek help from you.

I hope I’ll get full co-operation from your esteemed bank.

Please take the requisite step toward this matter.

Thanks & Regards

(Your Name)

wrong transaction compliant letter to bank

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Letter Template: 15

Wrong Charges Complaint Letter to Bank

To

The Bank manager,

XYZ Bank

Address

My name is (ABC), and I am a current account holder at (XYZ) Bank; mentioned account name is (ABC) holding account number (123). I would like to draw your attention to the fact that I lost some money from my bank account. 

And this is to inform you that it has been wrongly charged by your esteemed bank. I have been your client for the last five years and I have never experienced this kind of problem before. Therefore I am a bit worried about the fact.

I withdrew the (123) amount from an ATM on (ABC) address at 8 PM on 29th August 2020. Unfortunately, the machine was switched off before I could receive the receipts and cash.

I got a message that money has been withdrawn from the account, but I have got no money. I checked my transaction online and it is showing a withdrawal of (123) amount from my account.

Please check this issue as soon as you can and credit my account. I have hereby attached a copy of my account summary printed from the online system for your reference. If you have any questions please contact me on my mobile (1234….).

I will be obliged if you kindly do the needful as soon as possible.

Thanking you

Regards,

(Your Name)

wrong charges complaint letter to bank

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