Start with the basics
Put your name, address, the date, and the recipient (company name, department, reference number if you have one) at the top. If you don't know who to write to, look for a “complaints” or “customer relations” address on the company's website.
Say what happened — briefly
One short paragraph. Stick to the facts: what happened, when, and where. Skip the adjectives. “On 14 March 2026 I bought a kettle (order #A123) which failed after two days” is stronger than “Your terrible product broke immediately.”
Explain the impact
Name the actual harm: lost money, lost time, missed work, inconvenience, distress. Be specific and proportionate. Numbers help — “I lost $80 on a replacement plus three hours on hold” lands harder than “It was a nightmare.”
Attach the evidence
Reference any receipts, photos, emails, or screenshots and say you've attached them. Don't dump them inline — list them. (“Attached: 1) order confirmation, 2) photo of faulty product, 3) refusal email of 18 March.”) Recipients take you more seriously when the paper trail is organized.
State the outcome you want
This is where most complaint letters fail. Don't ask the recipient to “do the right thing.” Tell them exactly what you want: a refund, a replacement, a goodwill credit, an apology, a policy change. Add a reasonable deadline (10 to 14 working days is standard).
Say what you'll do next
Close with a calm escalation path — name the specific next step. In the US that usually means the FTC (ReportFraud.ftc.gov), the CFPB for banks and credit cards, the DOT for airlines, your state attorney general's consumer protection office, the BBB, or your card issuer's chargeback process. You don't need to threaten — just signal that you know your next step.
Free template
A complaint letter you can adapt
[Your name] [Your address] [Date] [Recipient name / department] [Company address] Re: [Order or account reference] Dear [Name or "Customer Relations Team"], I am writing to complain about [brief description of the issue], which occurred on [date] in connection with [order / service / account]. [One short paragraph of facts.] As a result, [one short paragraph on the impact, with numbers]. I have attached: [list of evidence]. To resolve this, I would like [specific outcome] within [14] working days of the date of this letter. If I do not hear back, I will [escalation step]. Yours sincerely, [Your name]
Skip the blank page
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We take the same six steps above, your description, and any evidence you upload, and hand back a finished letter you can edit, copy, or download as a PDF.