This template provides five (5) different complaint letters that can be used for a variety
of purposes. The first complaint letter regards a non-operational product. The second
complaint letter is addressed to a company regarding improper employee behavior. The
third complaint letter is a follow up letter that should be sent if the first complaint letter
goes unanswered. The fourth complaint letter is a final complaint letter after the first two
letters have been ignored. The last complaint letter demands a refund for a product.
These samples should be used by individuals or entities who wish to express their
dissatisfaction with a product or service.
Complain Letter Non-operational product, not seeking refund
On [Date purchased product] I purchased [product name]. After using it several times, I have
noticed a [Description] problem with it that you should know about.
At no point since I purchased [product name] have I been satisfied with it. Despite the short time
it has been in my possession, it has caused me nothing but trouble, certainly more trouble than it
is worth. I am hoping that this is not true of all your products and that perhaps the model I
bought was somehow defective.
I don’t know if you have received this information from other customers, but I think this matter
is worth looking into. Please contact me regarding my [product name[, and I will be happy to
give you any further information.
[Any identifying customer information]
© Copyright 2010 Docstoc Inc. 2
Complaint about Employee
I have been a customer of [business name] for [amount of time] and I have generally enjoyed my
experience. However, recently your [employee's position], [name] has been [Description.
Ex."making crude, offensive remarks and alienating many people in the restaurant].
[Describe offensive action]
This behavior is unacceptable and I can assure you that more like it will certainly be grounds for
me to go elsewhere. I would like [Describe action you would like to see taken].
Before I take any drastic action, I felt you should know what’s going on. If you have any
questions, please don’t hesitate to contact me.
© Copyright 2010 Docstoc Inc. 3
Second Complaint Letter
[Time elapsed since you wrote the letter] I wrote you a letter expressing my dissatisfaction over
[description of first complaint]. When I sent that letter I requested some kind of explanation
about how you would remedy the situation. Since that time I have received no reply of any kind,
so I am contacting you again.
I wish to remain a customer of yours, but I am currently very unhappy with [describe situation
you are unhappy about]. Please respond immediately so we can resolve this matter to both
[Company Name]’s satisfaction and mine. I understand that there are always many things
happening in business, but as a customer of [Company Name] I believe this should be a priority.
I look forward to hearing from you.
© Copyright 2010 Docstoc Inc. 4
Final Complaint Letter
[Time since you wrote last letter ] I wrote you a letter requesting a reply to my first letter. In both
letters, I believe I made it very clear that I am very unhappy with [Describe prolem]. To date, I
have received no reply of any kind from [company name].
Your complete indifference to my dissatisfaction makes it easy for me to simply never do
business with you again. However, that does not free [company name] of its obligation to
improve its service. I would like to receive [What you expect from the company] by [Time
expected]. If I do not receive such information, I will be taking my case and my story to
[Advocate or bureau].
While it is apparent that my first two letters were not important to your company, I truly hope
that this one will be. I truly hope [Company Name] does not treat all of its customers this way or
I can guarantee I will not be the only one taking such action.
© Copyright 2010 Docstoc Inc. 5
Complaint Letter Demanding Refund
On [Date product purchased] I purchased [Product name] from [Company Name]. I made the
purchase based on the insistence of your sales staff that this [Type of product] was exactly what I
needed for my specific situation. I have since discovered that your staff was wrong. That being
the case, I must insist on a refund of the full purchase price.
[Product name] is unsatisfactory because [Description of problem with product]
I feel that I was sold something that was not right for my needs. This is not the kind of service I
have come to expect from [company name]. Please let me know what action I need to take to
receive a refund as soon as possible. I appreciate your attention in this matter.
© Copyright 2010 Docstoc Inc. 6