Sample text in [brackets], replace with yours · HR & Office Templates
Complaint Letter Format — Formal Complaint Template (Word & PDF)
A formal complaint letter about a faulty product, poor service or wrong bill: the facts, what you want, a deadline and next steps.
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Free for personal and commercial use · No watermark · Updated October 2026
Guide
About this complaint letter template
A complaint letter works when it is calm, specific and asks for one clear thing. Customer service teams act faster when they can see the order or account number, the date, what went wrong, what has already been tried, and exactly what you want (refund, replacement, repair or a corrected bill) by when. This template follows that structure and ends by naming the next step, such as the consumer court or ombudsman, if the problem is not fixed.
How to write a complaint letter
- 1
Download the Word file (or edit online) and add your contact details.
- 2
Put the order, invoice or account number in the subject line.
- 3
Describe the problem in 2–3 sentences, with dates and any complaint numbers.
- 4
Ask for one clear remedy and give a reasonable deadline (7–14 days).
- 5
List the enclosures, sign, and send by email or registered post. Keep a copy.
Tips for complaints that get results
Stay calm
A polite, factual letter is passed to someone who can help. An angry one is often ignored.
Keep proof
Attach receipts, warranty cards, photos and earlier emails. Merge them into one PDF.
Use a trackable method
Email, registered post or the company's complaint portal gives you a record of the date.
Know your next step
Consumer courts, ombudsmen and regulators usually want to see that you complained to the company first.
