Complaint Letter
For customers who want a refund, repair, replacement or apology from a business after a phone call or chat did not resolve the problem. A clear written complaint also creates a record if you escalate to a regulator or small claims court.
- Fields
- 29
- Pages
- 2
- Paper
- Letter
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Reviewed
Before you start
What you need to fill it in
- Order, account or reference numbers
- Date and place of purchase, and amount paid
- What went wrong, with dates
- Who you have already contacted and what they said
- The remedy you want
- Copies of receipts, photos and earlier emails
What's inside
29 fields, ready to fill
- 23Typed answersnames, addresses, descriptions
- 4Dateschecked as real dates
- 1Choicescheckboxes, options, dropdowns
- 1Signaturessignature and initials
8 required — the editor counts down how many are left while you fill.
Instructions
How to fill out the Complaint Letter
- 1
Address it to the right place
Send it to the company's customer relations or complaints address. Check their website for a named contact.
- 2
Identify the purchase
Enter what you bought, when, where, how much you paid and the order number.
- 3
Describe the problem
Explain what happened in date order. Keep it factual and calm.
- 4
Ask for a specific remedy
Choose refund, repair, replacement or another outcome and set a reasonable deadline.
- 5
List attachments and sign
List copies you are enclosing (keep originals) and sign.
Fill it online
What filling it looks like
- Edit & fill, Invite to sign and Create form are three modes of the same editor
- Amounts are formula fields: they calculate as you type
- The field navigator counts what's left and jumps to the next field
Shown with our invoice template. Sample content; names are fictional.
Written for: General (US)
This is a general-purpose template. Check that its terms and fields match your situation and any rules that apply where you use it before you rely on it.
Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.
Complaint Letter: questions people ask
Where can I escalate if the company doesn't respond?
Options include your state attorney general's consumer protection office, the FTC (reportfraud.ftc.gov), the CFPB for financial products, or small claims court.
Should I send it by email or mail?
Use the company's stated complaint channel. Certified mail creates proof of delivery if you may escalate later.
Can I dispute a credit card charge instead?
Possibly. The Fair Credit Billing Act lets you dispute certain billing errors in writing within 60 days of the statement. Check your card issuer's process.
Should I include original receipts?
No. Send copies and keep the originals.
Ready when you are
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