Complaint Templates

Dear [Company Name] Customer Service,

I am writing to formally complain about [describe the product/service and issue].

On [date], I [purchased/subscribed to/used] your [product/service]. Since then, I have experienced the following problem: [describe the issue in detail].

I have already attempted to resolve this matter by [describe previous attempts, e.g. calling customer service on (date), speaking with (agent name), reference number (number)].

To resolve this matter, I would like [state the specific resolution you want, e.g. a full refund, replacement, repair, or credit]. I would appreciate a response within 14 days.

Please find attached [any relevant documents, receipts, or evidence].

I look forward to your prompt response.

Yours faithfully,
[Your Full Name]
[Your Email Address]
[Your Phone Number]
[Date]

Dear [Company Name] Billing Department,

I am writing to dispute a charge on my account.

Account Number: [Your Account Number]
Date of Charge: [Date]
Amount Disputed: [Amount]
Description: [Description of the charge]

I believe this charge is incorrect because [explain why — e.g. I did not authorise this transaction / I was charged twice / the amount differs from the agreed price of (correct amount)].

I have attached [copies of relevant documents, such as receipts, previous statements, or correspondence] to support my claim.

I request that you [refund the overcharged amount / reverse the unauthorised charge / correct my bill] within 14 days. If the charge is valid, I would appreciate a detailed explanation of what it covers.

Please confirm receipt of this complaint and provide a reference number for my records.

Yours faithfully,
[Your Full Name]
[Your Email Address]
[Your Phone Number]
[Date]

Dear [Company Name] Customer Service,

I am writing to request the cancellation of my [service/subscription] and a [full/partial] refund.

Account Number: [Your Account Number]
Service: [Name of Service/Product]
Date Subscribed: [Date]

I wish to cancel because [explain your reason — e.g. I am dissatisfied with the service quality / the service no longer meets my needs / I was misled about the terms].

According to [relevant consumer protection law / your terms and conditions / the cooling-off period], I am entitled to a [full/partial] refund of [amount]. Please process this refund to [my original payment method / bank account ending in XXXX].

Please confirm the cancellation and refund within 14 days.

Yours faithfully,
[Your Full Name]
[Your Email Address]
[Your Phone Number]
[Date]

Dear [Company Name] Customer Relations Manager,

I am writing to make a formal complaint about the standard of customer service I received on [date].

I contacted your [phone/email/live chat/branch] team regarding [briefly describe the original issue]. During this interaction, I experienced the following: [describe the specific issues — e.g. the agent was rude, I was kept on hold for (duration), I was transferred (number) times, I was given incorrect information, my issue was not resolved].

Reference Number (if applicable): [Number]
Agent Name (if known): [Name]

This level of service is unacceptable and has [describe the impact — e.g. caused me significant inconvenience / left my original issue unresolved / resulted in financial loss].

I would like [state what you want — e.g. my original issue to be resolved immediately / an apology / compensation for the inconvenience / assurance that staff training will be reviewed].

I expect a response within 14 days.

Yours faithfully,
[Your Full Name]
[Your Email Address]
[Your Phone Number]
[Date]

Dear [Regulator/Ombudsman Name],

I wish to file a formal complaint against [Company Name] regarding [brief description of the issue].

I have attempted to resolve this matter directly with the company but have been unable to reach a satisfactory resolution. Below is a summary of my complaint and the steps I have taken:

1. Original Issue: [Describe the problem]
2. Date First Reported: [Date]
3. Company Reference Number: [Number]
4. Steps Taken: [List your attempts to resolve — dates of calls, emails, formal complaints]
5. Company's Response: [Describe their response or lack thereof]
6. Resolution Sought: [What you want]

I have attached copies of all relevant correspondence and documentation.

I would be grateful if you could investigate this matter and assist in reaching a fair resolution.

Yours faithfully,
[Your Full Name]
[Your Address]
[Your Email Address]
[Your Phone Number]
[Date]