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Generic Complaint Letter Template

A versatile template

#Template Letter

[Your Name]
[Your Address]
[City, Postcode]
[Your Email] | [Your Phone Number]
[Date]

Complaints Department
[Company Name]
[Company Address]
[City, Postcode]

Subject: Formal Complaint – [Brief Description]
Reference: [Your account/order/reference number]

Dear Sir/Madam,

I am writing to make a formal complaint about [brief description of the issue].

#Background

[Provide key facts:]

  • Date of purchase/agreement: [Date]
  • Product/service: [Description]
  • Amount paid: £[Amount]
  • Reference number: [Number]

#What Happened

[Describe the problem clearly and chronologically:]

On [date], I [purchased/signed up for/received] [product/service].

[Explain what went wrong:]

  • [Issue 1]
  • [Issue 2]
  • [Issue 3]

[If you've already tried to resolve it:]

I previously contacted you on [date] by [phone/email/letter] and was told [response]. However, [explain why this didn't resolve the issue].

#How This Has Affected Me

[Describe the impact:]

  • [Financial loss of £X]
  • [Time spent trying to resolve: X hours]
  • [Inconvenience/distress caused]
  • [Any other impact]

#What I Want

To resolve this complaint, I am seeking:

  1. [Primary remedy – e.g., full refund of £X]
  2. [Secondary remedy – e.g., compensation of £X for inconvenience]
  3. [Any other outcome – e.g., written apology, explanation]

#My Rights

[Optional – include relevant consumer rights if you know them:]

Under the Consumer Rights Act 2015, I am entitled to [goods that are of satisfactory quality / services performed with reasonable care and skill / etc.].

#Next Steps

Please respond to this complaint within 14 days.

If I do not receive a satisfactory response, I will:

  1. Escalate to [relevant ombudsman/ADR scheme]
  2. Consider legal action through the small claims court

Please acknowledge receipt of this complaint within 5 working days.

Yours faithfully,

[Your Signature]
[Your Printed Name]

Enclosed:

  • [List any documents you're attaching]

#Tips for Using This Template

#Sending Your Complaint

Method Pros Cons
Email Instant delivery, automatic record May go to spam
Online form Company prefers, tracked Less formal
Post (recorded) Proof of delivery Slower, costs money