Official Complaint Letter
Use a general complaint when the recipient does not fit a specific business, bank, school, or workplace template. Keep the issue tied to a recorded event.
Letter builder
Complaints & reconsideration · Letter builder
Complaint Against a Company
Organize a factual customer complaint when a first contact has not resolved the issue. Separate the timeline from the remedy you are asking the company to consider.
Revised October 11, 2026 · Fictional examples · English / Arabic
A drafting aid, not a verified record or guaranteed form. Check the facts, your authority, and the recipient’s requirements before sending.
Before you begin
- List the purchase or service reference and relevant dates.
- Summarize earlier contacts and their outcomes.
- Name one clear resolution and include supporting copies when sending.
MAKE THE WORDING WORK
Build a short timeline
Start with the purchase or service event, then the problem and your previous attempt to resolve it. Separate what you observed from what you believe caused it. A reference from an earlier support conversation helps the next person find the record.
Choose a resolution the reader can act on
Use one main request: investigate a charge, issue a corrected invoice, repair an item, or explain a decision. When the sole request is return of money, the refund builder keeps the amount and purchase reference more prominent.
Distinguish writing from escalation
This produces a letter to the company, not a complaint filed with a regulator or court. Before taking a separate step, check that organization’s own submission route and required records. The builder does not track responses or send repeat complaints.
TOO VAGUE
You charged me twice because your staff do not care.
MORE USEFUL
The October 5 invoice lists the same 48.00 USD service charge twice. Please investigate and explain or correct the entries.
An observable billing issue can be investigated without guessing someone’s motives.
Organize the complaint around facts and one clear outcome
- Identify the purchase, account, or support case using the least private reference that lets the company find it. Keep full card and bank details out of the letter.
- Arrange the key events in order: what happened, when you contacted support, what response you received, and what remains unresolved.
- Ask for a specific outcome, such as a correction, refund review, or written explanation. Separate your preferred response date from a legally required deadline.
- List evidence you actually have, send through the company’s published complaint route, and retain the sent copy and case reference.
WORKED EXAMPLE
See the complete result.
Every name, amount, and event below is fictional. This example is generated by the same function as the editor—not a separate editorial sample.
Fictional example — expand or collapse
October 11, 2026 To: Oak Supply Subject: Follow-up on a duplicated service charge Case or purchase reference: CS-018 A 48.00 USD service charge appears twice on the October 5 invoice. I contacted support on October 7, reference CS-018, and have not received a corrected invoice. Requested resolution: Please investigate and issue a corrected invoice or explain both entries. Copies listed for attachment: Copy of the invoice and support message. Please confirm receipt and let me know how this issue will be handled. Sincerely, Jordan Lee jordan@example.com
Questions about this template
What makes a complaint letter more useful?
A traceable reference, a short factual timeline, copies of relevant evidence, and a specific requested resolution make it easier for the company to investigate.
Should I use a complaint or refund request?
Choose the refund request for a narrow purchase repayment issue. A complaint can explain a wider problem, a failed support response, or a different outcome you want reviewed.
Does sending this letter file a complaint with a regulator?
No. You send the letter yourself to the company. Any regulator, court, platform, or dispute-resolution process has separate requirements and submission channels.
YOUR WORKSPACE
Build, edit, and review.
1 Add the facts
No IDs or bank credentials. Fields stay in this browser; saving is off until you choose it.
2 Review the complete text
Generated draftYou can edit this text. Manual edits are kept until you explicitly rebuild the draft from the fields.
Optional header and images
Use images you are authorized to use. These images are not saved in local drafts and do not authenticate the document.
3 Confirm and export
Opens a clean print view. Choose Save as PDF in the browser; opening it alone does not save a file.
After you prepare the draft
Send the letter with supporting copies and record the case reference.
Avoid these mistakes
- Avoid threats, unsupported accusations, and unrelated personal information. This is a customer letter, not a court filing or a regulatory complaint form.
Sources and what they support
Official guidance supports the points below, not certification of this draft. Follow the receiving organization’s current instructions.
- FTC — Sample customer complaint letter
Complaint structure, supporting copies, and a clear requested resolution.
- USA.gov — Complaints
Find the appropriate public complaint route for the type of issue.
Related documents with different purposes
Objection Letter
Ask the issuer to reconsider a specific decision. An objection is strongest when it identifies an error and connects that error to relevant evidence.
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