General Complaint Letter Template

FORMAL COMPLAINT LETTER

IMPORTANT: Include only truthful, factual statements that you can support with documentation. Do not include false accusations or statements you cannot prove.

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Phone Number]
[Email Address]

[Date]

[Recipient Name/Title]
[Company/Organization Name]
[Customer Service Department, if applicable]
[Address]
[City, State, ZIP Code]

Re: Formal Complaint Regarding [Brief Description]
    Account/Reference Number: [IF APPLICABLE]
    Date of Incident: [DATE]

Dear [Recipient Name / Customer Service Manager / Sir or Madam]:

I am writing to formally register a complaint regarding [brief description of the issue] that occurred on [date] at [location, if applicable].

COMPLAINT DETAILS:

Nature of Complaint:
☐ Poor customer service
☐ Defective product
☐ Billing error
☐ Service not as advertised
☐ Delayed or missed service
☐ Contract/agreement not honored
☐ Rude or unprofessional staff
☐ Safety concern
☐ Discrimination
☐ Other: [Specify]

INCIDENT DESCRIPTION:

On [DATE], I [purchased/visited/contacted/used] [describe what you did] at [location/through what method]. The following problem occurred:

[Provide a clear, factual description of what happened. Include:]

1. What happened:
   [Describe the specific issue in detail]

2. When it happened:
   Date: [DATE]
   Time: [TIME]
   Location: [WHERE]

3. Who was involved:
   [Names of employees, if known]
   [Department or location]

4. What was said or done:
   [Quote specific statements if relevant]

5. How the issue affected me:
   [Describe the impact - financial loss, inconvenience, distress, etc.]

WHAT I EXPECTED:

Based on [your advertisement / our agreement / standard business practice / your stated policy], I expected:

- [Expectation 1]
- [Expectation 2]
- [Expectation 3]

WHAT I RECEIVED:

Instead, I experienced:

- [What actually happened 1]
- [What actually happened 2]
- [What actually happened 3]

PREVIOUS ATTEMPTS TO RESOLVE:

I have previously attempted to resolve this matter:

☐ Spoke with [NAME/POSITION] on [DATE]
   Result: [What happened]

☐ Called customer service on [DATE]
   Reference/Ticket #: [NUMBER]
   Result: [What happened]

☐ Sent email on [DATE]
   Result: [What happened]

☐ Visited location on [DATE]
   Result: [What happened]

Despite these attempts, the issue remains unresolved.

REQUESTED RESOLUTION:

To resolve this complaint, I request the following:

☐ Full refund of $[AMOUNT]
☐ Partial refund/credit of $[AMOUNT]
☐ Replacement of [product/service]
☐ Repair at no charge
☐ Written apology
☐ Correction of billing error
☐ [Other specific remedy]

I believe this request is fair and reasonable given the circumstances.

DEADLINE:

I request that you respond to this complaint within [NUMBER - typically 14-30] business days and resolve the matter within [NUMBER] days.

DOCUMENTATION:

I have enclosed copies of the following supporting documents:
☐ Receipt/Proof of purchase
☐ Invoice/Bill
☐ Contract/Agreement
☐ Photos of product/damage
☐ Previous correspondence
☐ [Other documentation]

CONSEQUENCES OF NON-RESOLUTION:

If this matter is not resolved satisfactorily, I may be compelled to:

☐ File a complaint with the Better Business Bureau
☐ Report to [relevant regulatory agency - FTC, state attorney general, etc.]
☐ Post reviews on consumer websites
☐ Seek legal remedies
☐ Contact local media consumer advocacy
☐ [Other action]

I hope it will not be necessary to take these steps and that we can resolve this matter directly.

CONTACT INFORMATION:

Please contact me to discuss resolution of this matter:

Phone: [PHONE NUMBER] (best time: [TIME])
Email: [EMAIL ADDRESS]
Mailing Address: [YOUR ADDRESS]

I have been a [customer/patron] of [company name] for [length of time] and hope to continue our relationship. I trust that you will take this complaint seriously and work with me to reach a satisfactory resolution.

Thank you for your prompt attention to this matter.

Sincerely,

[Your Signature]
[Your Printed Name]
[Date]

Enclosures: [List of enclosed documents]

cc: [Other recipients, if any - e.g., Better Business Bureau, regulatory agency]

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YOUR RECORD:
Date Complaint Sent: ________________
Method: ☐ Email ☐ Mail ☐ Certified Mail #____________
Response Deadline: ________________
Response Received: ☐ Yes ☐ No  Date: ________
Resolution: ☐ Resolved ☐ Pending ☐ Escalated

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ESCALATION CONTACTS:

Note: Verify current contact information before filing. Websites and procedures may change.

Better Business Bureau: bbb.org
Federal Trade Commission: ftc.gov
State Attorney General: [Search your state's official website for current contact info]
[Industry-specific regulator]: [Search for the appropriate agency in your jurisdiction]