Complaint Letter Template: Effective & Professional Examples

[Date]

[Company Name]
[Company Address]

Dear [Contact Person or Customer Service Department],

I am writing to complain about a [Product Name] I purchased on [Date of Purchase] from [Location of Purchase or Website]. The [Product Name] is defective because [Describe the defect].

I have attached a copy of my receipt as proof of purchase. I request a [Replacement/Refund] for the defective product.

Thank you for your time and attention to this matter. I look forward to your prompt response.

[Date]

[Company Name]
[Company Address]

Dear [Contact Person or Customer Service Department],

I am writing to express my dissatisfaction with the service I received on [Date] at [Location]. The issue was [Describe the poor service in detail].

This poor service has caused me [Describe the impact of the poor service]. I request [Specific resolution, e.g., apology, discount, etc.].

I look forward to a resolution to this issue.

[Date]

[Company Name]
[Company Address]

Dear [Billing Department],

I am writing to dispute a billing error on my account. On [Date of Bill] I was charged [Amount] for [Item or Service]. This charge is incorrect because [Explain why the charge is incorrect].

I have attached [Relevant Documents, e.g., previous bill, contract]. I request that the incorrect charge be removed from my account.

Thank you for your attention to this matter. I look forward to your prompt correction of this error.

[Date]

[Airline Name] Customer Relations
[Airline Address]

Dear Customer Relations Department,

I am writing to complain about my experience on flight [Flight Number] from [Departure City] to [Arrival City] on [Date]. [Describe the problem – delayed flight, lost luggage, poor service, etc.].

As a result of this [Problem], I [Explain the impact, e.g., missed connecting flight, incurred expenses, etc.]. I am requesting [Specific compensation, e.g., refund, voucher, etc.].

I hope to receive a satisfactory resolution to this issue.

[Date]

[Landlord Name]
[Landlord Address]

Dear [Landlord Name],

I am writing to complain about [Specific issue, e.g., lack of repairs, noise complaints from other tenants, etc.] at my apartment located at [Apartment Address]. [Provide detailed explanation of the issue, including dates and times].

This issue is impacting my [Explain how the issue affects your living situation]. I request that you [Specific action you want the landlord to take].

I look forward to your prompt attention to this matter.

[Date]

[Restaurant Name] Management
[Restaurant Address]

Dear Management,

I am writing to express my dissatisfaction with my dining experience at your restaurant on [Date] at approximately [Time]. The issue was [Describe the problem – poor service, food quality, etc.].

[Describe the specific incident in detail, including names of staff if possible]. This experience was unacceptable because [Explain why it was unacceptable]. I request [Specific resolution, e.g., discount on a future meal, apology from the manager, etc.].

Thank you for considering my complaint.

[Date]

[Hotel Name] Management
[Hotel Address]

Dear Management,

I am writing to express my disappointment with my stay at your hotel from [Start Date] to [End Date] in room [Room Number]. The problem was [Describe the issue, e.g., unclean room, noisy neighbors, broken amenities].

[Provide specific details and examples]. This significantly detracted from my experience. I request [Specific resolution, e.g., partial refund, points towards a future stay].

I hope for a positive response and a resolution to this issue.

[Date]

[Delivery Service Name] Customer Service
[Delivery Service Address]

Dear Customer Service,

I am writing to complain about a recent delivery with tracking number [Tracking Number]. The package was [Describe the problem, e.g., damaged, late, lost].

[Provide specific details, including the expected delivery date and the actual condition of the package upon arrival (if it arrived)]. This has caused me [Explain the inconvenience or loss]. I am requesting [Specific resolution, e.g., refund of shipping costs, replacement of the item].

I look forward to your prompt attention to this matter.

[Date]

[ISP Name] Customer Service
[ISP Address]

Dear Customer Service,

I am writing to complain about the consistently poor internet service I have been receiving. Since [Start Date], I have experienced [Describe the problems: slow speeds, frequent outages, etc.].

I have contacted your support team on [Dates] and was [Describe the support received – or lack thereof]. I am paying for [Speed/Plan Details] and am not receiving the promised service. I request [Specific resolution, e.g., credit to my account, upgraded equipment, cancellation without penalty].

I expect a significant improvement in my service, or I will be forced to switch providers.

[Date]

[Medical Practice Name] Management
[Medical Practice Address]

and/or
[Doctor’s Name]
[Doctor’s Address]

Dear [Management or Doctor’s Name],

I am writing to express my concern about [Specific issue: treatment received, billing practices, lack of communication, etc.] on [Date(s) of Incident(s)].

[Provide a detailed and factual account of the events, including names of other staff involved if applicable. Be specific about the impact this had on you]. I request [Specific action you want to be taken, e.g., a review of your case, a formal apology, a correction of billing errors].

I hope to receive a response and a resolution to this matter.

[Date]

[Company Name] Compliance Department (If known)
[Company Address]

Dear [Compliance Department or To Whom It May Concern],

I am writing to complain about unsolicited email messages I have received from your company. I received emails on [Date(s) of Emails] at my email address [Your Email Address]. These emails contained [Brief description of the content].

I have never subscribed to your mailing list and I did not give you permission to send me these emails. I demand that you immediately remove my email address from your mailing list and cease sending me unsolicited messages. Under the [Name of relevant spam law, e.g., CAN-SPAM Act], you are required to honor this request.

I expect written confirmation that my email address has been removed from your list.

[Date]

[Name of Government Agency, e.g., Better Business Bureau]
[Agency Address]

Re: Complaint against [Company Name]
[Company Address]

Dear Sir/Madam,

I am writing to file a formal complaint against [Company Name]. On [Date(s) of Transaction(s)], I [Describe the transaction/interaction with the company. Be clear and concise].

[Provide a detailed account of the problem, including copies of any relevant documents: contracts, receipts, emails, etc.]. Despite my attempts to resolve this issue with [Company Name] directly (as documented in the attached correspondence), I have been unable to reach a satisfactory resolution. I am seeking [Specific resolution, e.g., refund, fulfillment of contract, etc.].

Thank you for your attention to this matter. I have attached all supporting documentation.