How to Write a Complaint Letter (Complete Guide + Examples)
A clear and well-structured complaint letter helps you resolve problems faster — whether you’re reporting an incident to the police, raising concerns at work or addressing poor service from a company or airline. This guide shows you how to write a complaint letter step by step, provides templates and examples, and explains how to present facts, evidence and your requested resolution effectively.
💡Everything you need to write a clear, professional complaint letter in one place.
Introduction Summary
A complaint letter (also called a formal letter of complaint) helps you fix a problem faster — whether it involves the police, your workplace, a company, a CEO or an airline.
The goal is always the same: explain what happened, show the impact and request a clear resolution.
However, many complaint letters fail because they are:
too emotional
missing dates or evidence
unclear or overly long
lacking a specific request
A strong complaint letter is the opposite:
short, factual, easy to follow and professional in tone.
If you’re unsure how to structure your message or don’t want to spend time formatting, AI tools can help you create a clear first draft.
If your issue involves ending a contract or stopping an automatically renewed service, you may need a subscription cancellation letter instead of a complaint.
How to Write a Complaint Letter (Step-by-Step Guide)
Key Points at a Glance
Start with one clear sentence stating the issue
Include concrete facts: dates, names, documents
Briefly explain the impact
Specify the exact resolution you want
Keep the tone calm and professional
Short, clear structure improves response rates
💡 Clear facts and a simple structure make your complaint much more effective.
A strong complaint letter is clear, short and focused on the main facts. This step-by-step guide shows how to write a formal complaint letter that gets results. The steps below work for police reports, workplace issues, company complaints, CEO escalations and airline claims.
1) Start with a Clear Statement of the Issue
Begin with one direct sentence that explains why you are writing. Avoid long stories or emotional framing.
👉 A direct first sentence sets a professional tone instantly.
Example:
“I am writing to formally report an incident that occurred on 12 March 2025 at your downtown branch. The issue has caused financial inconvenience, and I request a formal review.”
2) Add Facts and Evidence
Give the recipient everything they need to understand your complaint. Be specific and keep it organized.
Include:
Dates and times
Names, departments or badge numbers
Order numbers, ticket IDs or case references
Screenshots, invoices or documents
Short, factual descriptions
👉 Clear facts make your letter stronger and harder to dismiss.
Example:
“On 18 and 22 February, I received incorrect invoices. Attached are the bills showing the errors.”
3) Describe the Impact
Explain how the issue affected you. This helps the recipient understand the seriousness of the situation.
You may mention:
Financial loss
Time delays
Stress or inconvenience
Safety concerns
Workplace disruption
Example:
“This problem has caused repeated delays in my work schedule.”
4) State the Resolution You Want
Tell the recipient what outcome you expect. A clear request makes your letter much more effective.
Possible requests:
Refund or replacement
Internal investigation
Disciplinary review
Policy clarification
Written confirmation
👉 A clear request increases the chance of a quick response.
Example:
“I request a corrected invoice and a review of your billing process.”
5) Keep the Tone Professional
Stay calm and factual, even if the situation is frustrating. Avoid blame, emotional language or threats. A professional tone increases the chance of a helpful response.
👉 Facts convince — emotions weaken your case.
Example:
“I would appreciate your support in resolving this matter as soon as possible.”
Complaint Letter Template (Fill-In Structure)
Download Template (Word .docx)
This basic framework helps you structure your complaint letter quickly. Replace the placeholders in the Word file with your own details.
Download the basic complaint letter template:
👉 [Download .docx Template]
💡 A clear structure helps you explain your situation without overthinking the wording.
A template helps you understand the structure of a professional complaint letter without giving you a full example to copy.
Use this framework as a guide to organise your information clearly — dates, facts, evidence and your requested resolution.
It works for all types of complaints, whether you’re writing to the police, your employer, a company or an airline.
👉 A template is a starting point — the effectiveness comes from how well you fill in the details.
How to Use This Framework
This template shows you what belongs in each section of a formal complaint letter. It does not include full sentences, so you can adapt the content to your situation. Keep your writing factual, short and easy to follow.
A complete complaint letter normally includes:
your contact details
the recipient’s name or department
the date
a clear subject line
a short opening statement
a structured description of the issue
supporting evidence
the resolution you want
a polite closing
👉 Keeping each section short makes your letter easier to process.
Complaint Letter – Sample Text (Copy & Paste)
This short example shows a basic complaint letter you can copy and adapt to your situation.
[Your Name]
[Your Address]
[Email Address]
[Date][Company / Department Name]
[Recipient Name or “Customer Support”]Subject: Formal Complaint Regarding [Issue]
Dear Sir or Madam,
I am writing to formally complain about [issue] on [date] at [location / service]. The problem occurred as follows: [1–2 short factual sentences].
This issue has caused [brief impact: time lost / financial cost / inconvenience]. I have attached [evidence: receipt / screenshots / reference number] for your review.
I request [specific resolution: refund / replacement / correction / investigation] within [timeframe, e.g., 14 days]. Please confirm in writing how this matter will be handled.
Thank you for your time.
Kind regards,
[Your Name]
👉 This example shows the structure only. Adjust the facts, evidence and request to match your case.
Choosing the Right Tone for Your Complaint Letter
Key Points at a Glance
- Tone strongly influences how your complaint is received
- Friendly tone fits minor issues or first-time contact
- Neutral tone works best for most formal complaint letters
- Firm tone helps when previous attempts failed
- The right tone improves your chances of a constructive response
💡 The right tone increases your chances of a constructive and timely response.
The tone of your complaint letter has a big impact on how the recipient responds.
Even when the issue is serious, a calm and focused tone helps you get faster and more constructive results.
The goal is simple: be firm, but not emotional; clear, but not aggressive.
👉 A respectful tone increases your chances of a positive outcome.
When to Use a Friendly Tone
A friendly tone works when:
The issue is minor
This is the first time you’re contacting the recipient
You believe the mistake was unintentional
You want to maintain an ongoing relationship (e.g., landlord, employer, service provider)
Example:
“I’m sure this was an oversight, but I would appreciate your help in resolving it.”
When to Use a Neutral Tone
A neutral tone is appropriate for most complaint letters. It is factual, calm and direct.
Use it when:
You need to document the issue clearly
You want to avoid misunderstandings
You are addressing police, HR, companies or airlines
You want a professional, matter-of-fact tone
Example:
“I am writing to report the following issue and request a formal review.”
When to Use a Firm Tone
A firm tone shows seriousness without sounding emotional or aggressive.
Use it when:
Previous attempts to solve the issue failed
The situation is urgent
There is financial or legal impact
Misconduct or negligence is involved
Example:
“Given the repeated issues, I request a prompt investigation and a written response.”
Format Requirements for a Complaint Letter
Key Points at a Glance
Use A4 or US Letter depending on region
Keep structure simple and formal
Start with contact details, date and a clear subject line
Short paragraphs improve readability
Bold key information for clarity
AI helps you skip the technical formatting steps and concentrate on the quality of your letter
💡 Good formatting helps the recipient understand your complaint within seconds.
A clear format makes your complaint letter easier to read and more professional.
Most recipients — police departments, employers, companies or airlines — expect a simple, formal structure that highlights the key information quickly.
Good formatting also ensures your message is taken seriously and processed efficiently.
👉 A clean layout helps the recipient understand your issue within seconds.
Use a Standard Document Format
Most formal complaints use either A4 or US Letter, depending on your region.
A4 is standard in Europe, Asia, Africa
US Letter is standard in the United States and Canada
Both formats are acceptable internationally
Consistency is more important than the exact size
If you’re unsure which one to choose, use the format commonly used by the organization you are writing to.
Basic Structure of a Complaint Letter
A typical formal layout includes:
Your contact details
Recipient name and address
Date
Subject line (optional but helpful)
Clear opening sentence
Explanation of the issue
Evidence and details
Requested resolution
Closing statement
Signature (typed or handwritten)
The structure stays the same whether you write to a police station, employer or company.
Formatting Tips for Better Readability
To make your letter easy to scan:
Use short paragraphs
Keep sentences simple
Use bold text to highlight key details (dates, names, case numbers)
Add line breaks between sections
Avoid long blocks of text
Use a standard font like Arial or Times New Roman
👉 The easier your letter is to skim, the faster it will be handled.
How to Write a Complaint Letter to the Police
Key Points at a Glance
- Focus on facts: dates, times, people involved
- Keep the tone calm and neutral
- Provide evidence whenever possible
- Explain why you are contacting the police
- Describe events clearly and chronologically
- Harassment or misconduct cases need precise details
💡 A factual, well-organised report makes police responses faster and more accurate.
A complaint letter to the police should be clear, factual and structured. Your goal is to explain what happened, when it happened and why you are requesting an official review.
A calm tone and accurate details help the police process your report quickly and correctly.
Clear facts and a neutral tone make your police complaint more effective.
How to Write a Police Complaint
A police complaint must focus on the essential information:
date, time and location of the incident
people involved (names, badge numbers or descriptions)
what happened, step by step
any evidence such as photos, screenshots or documents
Example:
“On 14 March 2025 at 20:30, I witnessed a violent incident outside Central Station. I am filing this complaint to request an official record and review of the situation.”
How to Write a Complaint Letter to a Police Station
Use this format when writing to a specific local station. Include their full address and explain why your case belongs to their district.
Tips:
address the letter to the station or duty officer
include a case number if one already exists
explain why you are contacting this station directly
Example:
“I am submitting this letter to the Midtown Police Station regarding an incident that occurred within your district on 22 February 2025.”
How to Write a Harassment Complaint Letter to the Police
Harassment cases require clear and calm reporting. Focus on patterns, frequency and evidence.
Include:
type of harassment (verbal, written, physical, online)
dates and frequency
screenshots, messages, or witness statements
why the behavior feels threatening or unsafe
Example:
“Between January and March 2025, I received multiple threatening messages from an acquaintance. I am submitting this harassment complaint with screenshots attached.”
How to Write a Complaint Letter About a Police Officer
When reporting officer misconduct, stay objective and factual. Describe the behavior without emotional language.
Include:
officer’s name, badge number or physical description
date, time and location
a clear explanation of what happened
why the behavior was inappropriate
Example:
“On 3 April 2025, during a routine traffic stop, I experienced unprofessional behavior from Officer [Name]. I request a review of this interaction.”
Additional Police-Related Variations
These guidelines also apply when writing:
a complaint letter to a Police Commissioner
a complaint letter to a DGP
a petition letter to police
a general complaint to the police for escalation
All follow the same structure: clear facts, strong evidence, neutral tone and a specific request for action.
How to Write a Complaint Letter to Your Boss
Key Points at a Glance
Focus on specific workplace incidents
Keep tone calm and professional
Explain the impact on your work
Provide dates and evidence where possible
Use short paragraphs for clarity
💡 Objective wording keeps workplace complaints professional and easier to resolve.
A complaint letter to your boss or manager — sometimes referred to as a grievance letter — should remain calm, factual and focused on the impact of the issue on your work.
Unlike a police complaint, workplace complaints often require a balance of professionalism and clarity because you may continue working with the person or department involved.
👉 Staying objective makes your workplace complaint easier to resolve.
How to Write a Complaint Letter About Your Manager
Use this when the problem is directly related to your manager’s behavior or decisions.
Describe what happened and explain how it affects your ability to work effectively.
Include:
date and context of the incident
specific behavior or decision
the impact on your work or well-being
what you would like to see changed
Example:
“On 5 April 2025, my manager repeatedly dismissed my concerns during a project review meeting. This affected the team’s progress and created confusion about priorities.”
How to Write a Complaint Email About Your Boss
Emails should be even shorter and more focused than letters.
Use clear subject lines and get straight to the point.
Tips:
use a respectful subject line
keep paragraphs short
ask for a follow-up meeting if needed
avoid emotional language
Example:
“Subject: Concern Regarding Recent Project Discussion
I would like to address an issue from yesterday’s meeting that is affecting my work clarity.”
How to Write a Grievance Letter Against Your Supervisor
A grievance letter is more formal and often used when internal steps have already failed.
It should be structured, factual and include supporting evidence.
Include:
dates of previous attempts to resolve the issue
relevant HR policies if applicable
a clear description of ongoing problems
your requested action or resolution
Example:
“I am submitting this grievance due to repeated scheduling changes made without notice, despite prior discussions with my supervisor.”
How to Write an Anonymous Complaint Letter About Your Boss
Anonymous complaints must be extremely factual because you cannot rely on follow-up questions.
Avoid personal opinions and focus only on verifiable details.
Tips:
describe specific incidents
avoid identifying yourself indirectly
explain the risk or concern clearly
Example:
“There have been several instances in recent months where team members felt pressured to work unpaid overtime.”
Additional Workplace Variations
These guidelines also apply when writing:
a formal complaint letter to your manager
a professional complaint email to HR
a complaint about unfair treatment
a concern about workplace behavior or communication
These guidelines also apply when writing a complaint letter to a CEO, whether you are escalating an unresolved issue, addressing poor customer service, or requesting a formal review at the highest level of the company.
All workplace complaints follow the same fundamentals: specific incidents, professional tone, clear impact and a reasonable request for resolution.
How to Write a Complaint Letter to a Company
Key Points at a Glance
- Include order numbers and product details
- Describe the problem clearly and briefly
- State exactly what you want (refund, replacement, review)
- Keep tone polite and factual
- Use short paragraphs for easy reading
💡 Clear details and a precise request help companies resolve issues more quickly.
A complaint letter to a company — whether sent as a formal letter or a complaint email — should be short, factual and focused on the problem you experienced.
Your goal is to help the company understand what went wrong and what you expect as a solution.
Companies usually respond faster when your message is structured and easy to follow.
Clear details and a polite tone make it easier for a company to resolve your issue.
How to Write a Complaint Email to a Company
Emails should be concise and well-structured. Use a clear subject line and include all essential details in the first few sentences.
Include:
order number or customer ID
product or service involved
date of purchase or incident
short explanation of the issue
what you would like the company to do
Example:
“On 10 March 2025, I received a damaged product (Order #4921). I am requesting a replacement or a refund, and I have attached photos of the damage.”
How to Address a Complaint Letter to a Company
When sending a formal letter, addressing it correctly helps it reach the right department.
Tips:
send the letter to customer service or the relevant department
use the company’s full mailing address
include a subject line like “Formal Complaint Regarding [Product/Service]”
Example:
“I am writing to Customer Support at [Company Name] to report an issue with my recent order.”
How to Start a Complaint Letter to a Company
Begin with one clear sentence explaining why you are writing.
Companies appreciate direct communication.
Good openings:
“I am writing to report an issue with…”
“I would like to request a review of…”
“I am submitting this complaint regarding…”
Example:
“I am writing to report an issue with my subscription renewal on 2 April 2025.”
How to Write a Business Complaint Letter
A business-to-business complaint should be more formal. Keep your tone professional and include relevant documents.
Include:
contract references
dates of previous communication
clear description of the problem
impact on operations
your proposed solution
Example:
“I am contacting you regarding delays in the delivery schedule under Contract #7742, which have affected our planned production timeline.”
Additional Company-Related Variations
The same guidelines apply when writing:
a complaint letter to a corporation
a complaint letter to a furniture company
a complaint email for poor service
a formal complaint letter to a retailer or supplier
The structure remains the same: clear facts, evidence, impact and a specific request.
In some cases, cancelling a service or subscription is more effective than filing a complaint. In that situation, a subscription cancellation letter may be the better option.
How to Write a Complaint Letter to an Airline
Key Points at a Glance
Include booking numbers, flight details and dates
Explain exactly what went wrong
Provide evidence such as photos or receipts
Request compensation or review clearly
Keep your message short and factual
💡 Structured letters help airlines verify your case and respond faster.
Airline complaints often involve delays, cancellations, lost luggage or poor service and may also be referred to as compensation or claim requests, depending on the situation.
A strong complaint letter to an airline should include flight details, documentation and a clear request for compensation or review.
Airlines receive many complaints — a clear structure helps yours stand out.
👉 Detailed information helps airlines process your complaint faster.
How to Write a Complaint Letter to an Airline Company
Include all relevant flight information so the airline can identify your case quickly.
Include:
full name and booking reference
flight number and travel date
departure and arrival airports
a short description of what went wrong
receipts, photos or documents if required
Example:
“On Flight XY204 from Chicago to Boston (12 April 2025), my baggage did not arrive. I am requesting an update on its status and reimbursement for essential items purchased.”
How to Write a Complaint Letter for a Flight Delay or Cancellation
Flight disruptions require a very factual approach.
Include timelines and describe any costs or inconvenience.
Include:
original and updated departure times
reason provided by the airline (if any)
additional expenses (meals, transport, hotel)
request for compensation where applicable
Example:
“My flight was delayed by 5 hours, which caused me to miss an international connection. I request compensation according to your policy.”
How to Write a Complaint Letter About Lost or Damaged Luggage
Luggage issues require clear documentation.
Tips:
attach photos of the damage
include baggage tag numbers
describe missing items
report the issue at the airport if possible
Example:
“My suitcase arrived with a broken lock and missing items. Photos are attached for reference.”
Additional Airline-Related Variations
These guidelines also apply when writing:
a complaint email to an airline customer service team
a formal request for compensation
a complaint about poor service during a flight
Each version follows the same structure: flight details, clear explanation, evidence and a reasonable request.
Cultural and Language Notes for Complaint Letters
Key Points at a Glance
Tone and formality vary across countries
North America prefers concise, direct letters
Europe uses more formal structure and detail
South Asia often expects respectful titles and polite phrasing
International companies prioritise clear facts over formality
💡 Matching local communication norms makes your complaint more effective.
Complaint letters follow similar principles around the world, but cultural expectations can influence tone, formality and structure.
Understanding these differences helps you write a message that feels appropriate for your region or for the organisation you’re addressing.
👉 A complaint letter that matches local expectations is more likely to get a positive response.
United States and Canada
Letters in North America tend to be direct, concise and action-oriented. It is normal to state your request clearly in the first paragraph.
Typical features:
short, clear sentences
early mention of the desired resolution
friendly but confident tone
United Kingdom and Europe
European complaint letters often use a more formal tone and provide more background. Politeness and complete documentation are very important.
Typical features:
formal greetings and closings
more detailed explanation of events
emphasis on evidence and attachments
India and South Asia
Complaint letters in India, Pakistan, Bangladesh and similar regions often include respectful titles and formal phrasing, especially when addressing police, government offices or senior officials.
Typical features:
very polite, respectful language
use of titles such as “Sir/Madam,” “Respected Officer,” etc.
clear chronological descriptions
International Companies and Airlines
Most global companies and airlines accept a simple, structured letter in English as long as it contains:
booking numbers or order IDs
dates and facts
a specific request
They prioritise clarity over formality.
How AI Can Help You Write a Clear and Effective Complaint Letter
Key Points at a Glance
- AI helps structure a complaint letter clearly and logically
- It supports objective, factual wording and reduces emotional language
- Tone stays consistent from start to finish
- Essential elements (facts, impact, request) are less likely to be missed
- A strong first draft saves time and reduces revision effort
💡 AI is most useful as a drafting aid — you stay in control of the final message.
Writing a complaint letter can be time-consuming and stressful, especially when emotions are involved or when the situation is complex.
AI can support you by helping you organise your thoughts, structure the letter correctly and keep the language clear and objective.
Instead of starting with a blank page, AI helps turn your key points into a well-structured complaint letter that follows common formal standards.
This is especially useful when you need to focus on facts, evidence and a clear request rather than wording and layout.
Where AI Adds Practical Value
AI can help with the most common challenges people face when writing complaint letters:
Structure: ensures all essential elements are included (issue, facts, impact, request)
Clarity: keeps sentences concise and avoids emotional or vague language
Tone control: helps maintain a professional, neutral or firm tone throughout
Consistency: keeps wording and formatting uniform from start to finish
Time savings: reduces the time spent drafting and restructuring the letter
👉 This helps you focus on the substance of your complaint, not on formatting or phrasing.
From Draft to Ready-to-Send Letter
AI does not replace your judgment or the need to review your complaint carefully.
Instead, it provides a strong, complete first draft that you can check, adjust and send with confidence.
Tools like ai-letter-writer.com allow you to select the tone and document format (A4 or US Letter) and generate a clean Word (.docx) draft that follows a formal complaint letter structure.
This gives you a practical starting point — especially useful when time matters or when you want to ensure your complaint is clear, professional and easy to process.
FAQ: Complaint Letters — Common Questions Answered
What should a complaint letter include?
A complaint letter should clearly state the issue, include dates and evidence, describe the impact and specify the resolution you want. Short, factual paragraphs make it easier for the recipient to process your request.
How long should a complaint letter be?
Most complaint letters should be one page. Keep your content focused on key facts: what happened, when it happened, who was involved and what outcome you expect.
Is it better to email or mail a complaint letter?
Email is faster and works for most companies and workplaces. Formal or legal matters — such as police complaints — may be better sent as a printed or signed letter.
How do I make my complaint letter sound professional?
Use a calm, objective tone and avoid emotional language. Stick to dates, names and evidence, and clearly explain the impact. A firm but respectful tone increases your chances of a response.
Should I attach evidence to my complaint letter?
Yes. Attach items such as receipts, photos, screenshots or documents. Evidence strengthens your complaint and reduces delays caused by follow-up questions.
What if I don’t know how to phrase my complaint properly?
AI tools like ai-letter-writer.com can help you structure your message, choose the right tone and generate a clear Word (.docx) draft you can edit and personalise.
Fast. Simple. No Account Needed.