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Complaint letter template

A useful complaint gives the recipient a clear sequence of events and a practical outcome to work towards. Use this free template for a general service complaint, then adapt it to the company’s published complaints process.

Use this free template

Before you start

The product, service or incident and its reference number.
What happened, when it happened and what you have tried already.
The action you would like the recipient to take.

Replace every bracketed prompt. The example is a starting point for your own letter, not a completed form or a guarantee of a particular outcome.

Example wording

Complaint about [product or service]

Dear [company or complaints team], I am writing about [product, service or incident], reference [reference]. On [date], [explain what happened]. I have already [describe any contact or steps taken], but the issue remains unresolved because [explain the problem]. I would like you to [describe the practical resolution you want]. Please confirm that you have received this complaint and tell me when I can expect a response. Yours sincerely,

Step 1Choose a starting point

These are drafting aids, not legal forms. Replace every square-bracket prompt before you send.

Letter type

Explain the problem, the steps already taken and the outcome you want.

Step 2Add the people

The recipient details appear in the PDF. You'll enter the envelope address again in checkout.

Your name

Date

Your address (optional)

Recipient name

Recipient address

Step 3Write the letter

Keep the facts clear. The PDF will be laid out like a normal letter and can run to more than one page.

Subject (optional)

Letter text

Make the letter useful

Lead with the specific problem

Start with one sentence explaining what the complaint concerns. Add the purchase or account reference, relevant dates and a short description of the issue. Keep the facts you can support separate from your opinion about the service.

Make the requested outcome clear

Ask for a practical response: an explanation, correction, repair appointment or another suitable resolution. Avoid adding a legal deadline from a generic template; use the process and timeframes that apply to your situation.

Use the right complaints channel

Check the organisation’s current complaints address or form before sending. Keep copies of relevant receipts and previous correspondence. For consumer rights or a specialised dispute, consult the appropriate guidance before deciding what to request.

Further guidance: Citizens Advice consumer letter guidance.

Is the PDF really free?

Yes. Edit the letter and choose “Download free PDF”. There is no account or payment to download it. PostOwl only charges if you choose printing and postal delivery; the full price is shown before payment.

Can I print or email it myself?

Yes. Keep the downloaded file, print it or attach it to an email if the recipient accepts that method. The PDF is generated in your browser. Choosing postal checkout carries it to the send page, where you can review the document and address.