General Complaint Letter Template

FORMAL COMPLAINT LETTER IMPORTANT: Include only truthful, factual statements that you can support with documentation. Do not include false accusations or statements you cannot prove. [Your Name] [Your Address] [City, State, ZIP Code] [Phone Number] [Email Address] [Date] [Recipient Name/Title] [Company/Organization Name] [Customer Service Department, if applicable] [Address] [City, State, ZIP Code] Re: Formal Complaint Regarding [Brief Description] Account/Reference Number: [IF APPLICABLE] Date of Incident: [DATE] Dear [Recipient Name / Customer Service Manager / Sir or Madam]: I am writing to formally register a complaint regarding [brief description of the issue] that occurred on [date] at [location, if applicable]. COMPLAINT DETAILS: Nature of Complaint: ☐ Poor customer service ☐ Defective product ☐ Billing error ☐ Service not as advertised ☐ Delayed or missed service ☐ Contract/agreement not honored ☐ Rude or unprofessional staff ☐ Safety concern ☐ Discrimination ☐ Other: [Specify] INCIDENT DESCRIPTION: On [DATE], I [purchased/visited/contacted/used] [describe what you did] at [location/through what method]. The following problem occurred: [Provide a clear, factual description of what happened. Include:] 1. What happened: [Describe the specific issue in detail] 2. When it happened: Date: [DATE] Time: [TIME] Location: [WHERE] 3. Who was involved: [Names of employees, if known] [Department or location] 4. What was said or done: [Quote specific statements if relevant] 5. How the issue affected me: [Describe the impact - financial loss, inconvenience, distress, etc.] WHAT I EXPECTED: Based on [your advertisement / our agreement / standard business practice / your stated policy], I expected: - [Expectation 1] - [Expectation 2] - [Expectation 3] WHAT I RECEIVED: Instead, I experienced: - [What actually happened 1] - [What actually happened 2] - [What actually happened 3] PREVIOUS ATTEMPTS TO RESOLVE: I have previously attempted to resolve this matter: ☐ Spoke with [NAME/POSITION] on [DATE] Result: [What happened] ☐ Called customer service on [DATE] Reference/Ticket #: [NUMBER] Result: [What happened] ☐ Sent email on [DATE] Result: [What happened] ☐ Visited location on [DATE] Result: [What happened] Despite these attempts, the issue remains unresolved. REQUESTED RESOLUTION: To resolve this complaint, I request the following: ☐ Full refund of $[AMOUNT] ☐ Partial refund/credit of $[AMOUNT] ☐ Replacement of [product/service] ☐ Repair at no charge ☐ Written apology ☐ Correction of billing error ☐ [Other specific remedy] I believe this request is fair and reasonable given the circumstances. DEADLINE: I request that you respond to this complaint within [NUMBER - typically 14-30] business days and resolve the matter within [NUMBER] days. DOCUMENTATION: I have enclosed copies of the following supporting documents: ☐ Receipt/Proof of purchase ☐ Invoice/Bill ☐ Contract/Agreement ☐ Photos of product/damage ☐ Previous correspondence ☐ [Other documentation] CONSEQUENCES OF NON-RESOLUTION: If this matter is not resolved satisfactorily, I may be compelled to: ☐ File a complaint with the Better Business Bureau ☐ Report to [relevant regulatory agency - FTC, state attorney general, etc.] ☐ Post reviews on consumer websites ☐ Seek legal remedies ☐ Contact local media consumer advocacy ☐ [Other action] I hope it will not be necessary to take these steps and that we can resolve this matter directly. CONTACT INFORMATION: Please contact me to discuss resolution of this matter: Phone: [PHONE NUMBER] (best time: [TIME]) Email: [EMAIL ADDRESS] Mailing Address: [YOUR ADDRESS] I have been a [customer/patron] of [company name] for [length of time] and hope to continue our relationship. I trust that you will take this complaint seriously and work with me to reach a satisfactory resolution. Thank you for your prompt attention to this matter. Sincerely, [Your Signature] [Your Printed Name] [Date] Enclosures: [List of enclosed documents] cc: [Other recipients, if any - e.g., Better Business Bureau, regulatory agency] --- YOUR RECORD: Date Complaint Sent: ________________ Method: ☐ Email ☐ Mail ☐ Certified Mail #____________ Response Deadline: ________________ Response Received: ☐ Yes ☐ No Date: ________ Resolution: ☐ Resolved ☐ Pending ☐ Escalated --- ESCALATION CONTACTS: Note: Verify current contact information before filing. Websites and procedures may change. Better Business Bureau: bbb.org Federal Trade Commission: ftc.gov State Attorney General: [Search your state's official website for current contact info] [Industry-specific regulator]: [Search for the appropriate agency in your jurisdiction]