How To Write a Complaint Letter 

What Is a Complaint Letter? 

A complaint letter is a written document that formally expresses dissatisfaction with a product, service, or other situation. Typically, it is the first step in resolving a situation with a request for a specific outcome, such as a refund, replacement, or addressing concerns. A complaint letter can address many situations:

• Defective Products: You can write a store or manufacturer if you have an unsatisfactory or defective product.

• Delivery Problems: You can write to a retailer if a package you ordered has not arrived or arrived late.

• Billing Issues: You can write to a company to have your billed corrected if you find errors in billing statements such as a medical bill or phone bill.

• Poor Service: If you receive terrible service at a store, hotel, or restaurant, you can notify management.

• Landlord Issues: You can contact your landlord about fixing an unsatisfactory condition in your rental property (e.g., no heat).

• Neighborhood Concerns: If your neighbor is causing a disturbance, such as making noise or trespassing, you can address the problem with a letter.

• School Problems: If you have a concern at school, such as unfair treatment or lack of resources, you could contact a teacher or the administration.

• Municipal Service Issues: If you have issues with public services such as transportation, trash disposal, or mail delivery, you can write to the public authority.

With regard to consumer complaints, it is helpful to have a copy of the letter to share with a consumer protection agency, such as the Better Business Bureau, if your issue is not resolved.

What To Say in a Complaint Letter 

When drafting a complaint letter, you should keep a neutral tone, include key details, and be specific in any requests. You should include:

• Your full name and contact information

• Company name or recipient’s name and contact information, such as company address

• Date of the letter

• Subject line or reference (i.e., “Formal Letter of Complaint”)

• A clear description of the issue or problem 

• Relevant details (e.g., dates, transaction numbers, product details)

• Desired resolution or outcome

• Your Signature

Gather all the important information you need to write the letter. Use clear, concise, and polite language. It is best to stick to the facts and avoid using emotional or threatening language. Include copies of relevant documents (receipts, warranties, etc.) as attachments to the letter. 

A good complaint letter specifies a reasonable timeframe for a response or resolution, and is clear about the desired outcome. 

Legal Requirements for Complaint Letters 

Complaint letters are often sent before the beginning of a civil lawsuit. It’s important to check your state law to ensure your complaint meets the necessary requirements. 

• Consumer Protection Laws: Familiarize yourself with relevant consumer protection laws, which vary by country and state. These laws often cover issues like defective products, false advertising, and unfair business practices. 

• Contract Law: If your complaint involves a breach of contract, understand the terms of the agreement and how they relate to your rights and obligations. 

• Defamation Laws: Be cautious about making statements that could be construed as defamatory. Ensure that any claims you make are factual and are supported by evidence. 

• Warranty and Guarantee Laws: If your complaint involves a product or service warranty, understand the terms and conditions, including any implied warranties. 

Write Your Complaint Letter with Our Free Complaint Letter Template

Use the following sample complaint letter as a guide:

How To Deliver a Complaint Letter 

Once the complaint letter is finished, read it over again and make any necessary corrections before signing and/or submitting it. Make a copy to keep for your records.  

Send a copy of the letter to the recipient via certified mail and request a return postal receipt so you will have proof of delivery. 

Keep records of all communications between yourself and the business or individual, including phone calls, texts or other messages, letters, faxes, and e-mails. 

There are different ways a business may respond to your complaint. If you do not hear back within the specified time, follow up with a polite phone call and/or email.  

Go over your options if a business does not respond to or resolve the issues, such as filing a complaint with the Better Business Bureau and the appropriate consumer protection agency in your state. 

If all other options have been exhausted and the issue is significant or involves potential legal violations, you may consider filing a legal action. 

If you’re feeling overwhelmed or have more questions about complaints, consult a business attorney to explore your legal options.  

Disclaimer: The information presented here does not constitute legal advice or representation. It is general and educational in nature, may not reflect all recent legal developments, and may not apply to your unique facts and circumstances. Consider consulting with a qualified business attorney if you have legal questions.