Complaint Letter Template

Paragraph 1: Provide the background information. What product or service did you use– when and where?

Paragraph 2: Explain the problems that you faced while using the product or service. If the product was damaged on arrival, if the order was not delivered correctly, or if the staff was rude –this is the place to write it.

Paragraph 3: State what action you would like the company to take. Do you want a replacement, an apology, a refund, or something else?

Last Paragraph: End the letter on a positive note that prompts the recipient to respond quickly to your letter of complaint. For example, you could say that you have been a satisfied customer till now, and are confident that your complaint will be addressed promptly.