Free Complaint Letter Template

Complaint Letter Example

Mesa Workspace requests replacement conference chairs and gives the supplier a clear reply date. Use the copy-ready wording below to explain your own problem and ask for a specific resolution.

What Is a Complaint Letter?

A complaint letter explains a problem with goods, services, or a business transaction and asks the recipient to resolve it. It gives your supplier a written account of what happened, what you expected, and what you need next.

For a routine order-status question, start with a short email. Use a complaint letter to put the problem and your requested solution in writing.

Use one when a delivery arrives damaged, work is incomplete, or earlier messages have not settled the issue. For an urgent problem, call first and use the letter to confirm the details. If you are replying to a complaint about your own business, use the customer-response wording instead.

Complaint Letter Wording You Can Use

Replace each [placeholder] with your details. Describe what happened and ask for the result you need, such as a replacement, refund, or correction.

Remove the sentence about an earlier contact if this is your first message. If you are not including documents, remove both the sentence beginning “I have included” and the enclosure line. Remove the delivery or completion deadline if only a reply date is needed.

How to Write a Complaint Letter

Use the numbered letter sections to organize your complaint, from your business details to the requested resolution.

Before You Send Your Complaint

Read the letter from the supplier’s side. They should be able to find the order, understand the issue, and see what you are asking them to do.

• Order numbers, dates, quantities, and names match your records.
• The letter separates what was agreed from what happened.
• The requested remedy and response date are clear.
• You have included the records you mention and kept the originals.
• Your contact details are correct and all placeholders are replaced.

The opened status tells you the letter was viewed; you still need the supplier’s answer. Keep their reply with your order records and confirm any agreed remedy and completion date in writing.

Sample Complaint Letter to a Supplier

This separate fictional example shows how to distinguish the reply date from the replacement deadline. Casa Roja Catering asks for four damaged trays to be replaced and explains why the timing matters.

Match the Request to the Problem

Ask for the outcome that solves the problem. A clear request helps the supplier decide what to do next.

Damaged or Incorrect Goods

Name the affected items and quantities, explain the condition they arrived in, and include useful photos. Ask for the replacement, exchange, or refund you want and for instructions about returning the goods.

Late or Incomplete Delivery

Give the promised delivery date and say what is still missing. Ask for a confirmed arrival date. If the order is for a particular event or job, explain the latest date you can use it.

Incomplete or Unsatisfactory Service

Refer to the agreed work and identify what was missed. Ask for a specific correction and a completion date. For example: “Please return to complete the kitchen floor cleaning included in our September 20 service order.”

A Billing Error

Identify the invoice and the charge you question. Explain the discrepancy, such as the same delivery fee appearing twice, and ask the supplier to check it and send a corrected invoice.

How to Answer a Customer’s Complaint

A response letter has a different job: show the customer that you understand their concern and tell them what happens next. Acknowledge the actual issue, explain what you have checked, and give one person responsibility for the reply.

Use the template below once you have decided what you can offer. If you are still investigating, use the alternative wording below the template.

For example, if Casa Roja Catering confirms that two lunch boxes were missing and approves a refund, the reply could say: “I’m sorry that two lunch boxes were missing from your order. We have approved a refund for those two meals and will email you the refund confirmation by [date].” Only promise a remedy and timing you can provide.

If You Need Time to Investigate

Replace the two paragraphs beginning “I have reviewed” and “Please let me know” with this wording:

I am checking [specific issue] with [person or team]. Please send [information needed] so we can review it. I will contact you by [update date] with an update.

Remove the request for information if you already have what you need. Keep the update date so the customer knows when they will hear from you.

Keep the Format Simple

Use US Letter paper, a readable 11- or 12-point font, and a written-out date such as September 24, 2026. Keep paragraphs short with a blank line between them, use a suitable greeting and closing, and leave space for a signature above your typed name.

Docelf uses a slightly modified block format. The date and reference sit to the right; the recipient details and body start on the left. The business letter format guide explains the spacing and layout in more detail.

You can use the wording on this page in your own Word or Google Docs document. To create your letter online, open the business letter generator, add your details, and print or download a PDF.

Common Complaint Letter Mistakes

• Leaving the request vague: “Please fix this” is harder to act on than “Please replace the four damaged trays.”
• Mixing up deadlines: Say when you need a reply and when you need the replacement or correction.
• Retelling every conversation: Keep the key dates and outcomes in the letter. Include supporting records for the remaining details.
• Making accusations: Describe what you observed instead of guessing why it happened.
• Using the wrong kind of letter: A complaint asks for a problem to be resolved. An introduction opens a business conversation; a demand letter makes a more formal request for payment or another remedy.

Related Letters and Writing Help

Use an introduction letter when you are starting a supplier relationship. For a more formal request about an unresolved payment or other remedy, see the demand letter guidance. The writing guides help you choose a greeting and finish with a clear next step.

• Letter of Introduction
• Demand Letter
• How to Start and End a Letter
• Sample Business Letters
• Business Letter Formats
• Business Letter Templates

Complaint Letter Questions

• How do I start a complaint letter?

  Name the order or service and state the problem in the opening sentences. For example: “I am writing about order CR-2084, delivered on September 23, 2026. Four serving trays arrived with cracked handles.” Follow with the resolution you need.

• What should I include with my complaint?

  Include copies of relevant records, such as the order confirmation, delivery note, photos, or earlier messages. Refer to each item in the letter and keep the originals. Remove unrelated personal or account details before sharing.

• How can I sound firm without being rude?

  Describe facts you can check, say what you want the supplier to do, and give a response date. Avoid insults, guesses about motives, and threats. A specific request is easier to answer than a long account of your frustration.

• How long should I give the supplier to respond?

  Choose a reasonable date based on the issue and how quickly you need an answer. Distinguish the date you want a reply from the date you need the problem fixed. Check any agreed service terms, and explain why a time-sensitive order needs a prompt response.

• How do I answer a customer’s complaint?

  Acknowledge the specific concern, explain what you have checked, and set out the next step you can deliver. If you need more information, ask for it and give a date for your next update. Only promise a refund, replacement, or completion date you are authorized to provide.

• Can I email my complaint letter or download a PDF?

  Yes. Write your letter in Docelf, then email it, print it, or download it as a PDF. For letters emailed from Docelf, the document history shows delivery and opening information. If you send the PDF through your own email, check that email service for any delivery information.

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