Complaint Letter Generator

When a product fails or a service falls short, a phone call or chat rarely leaves a record. A written complaint does. It tells the company exactly what went wrong and what you expect, and it becomes evidence if you take the matter further. This tool helps you write one that is clear and fair: what happened, what you have done, what you want and when.

What you provide

Your name, address and contact details, and the date. The company, and optionally its address or customer-care contact. The product or service, an order, invoice or account number, the date of purchase or the event, a currency and the amount paid. Then the substance: what went wrong, and what you have already done, with dates. Finally the remedy: a refund, a replacement, a repair, compensation with a fix, or an explanation and an apology. Set how many days the company has to reply, and choose what you will do if the matter is not settled.

How the letter is built

It opens with a sentence saying you are complaining about the item and, where you gave them, the purchase date, reference and amount. “The problem is:” introduces your description. If you listed earlier steps, the next paragraph begins “So far I have:” and adds them. The request names your remedy: “a full refund of ₹38,490” if you chose a refund and gave the amount, “a replacement”, “a repair at no cost to me”, “compensation for the loss and inconvenience” or “a written explanation of what went wrong and an apology”. It sets the reply deadline as a number of days and the exact date. The escalation line, if chosen, says you will take the matter to the relevant consumer authority or ombudsman, or that you will consider the legal remedies available. The closing says you enclose supporting documents, would prefer to settle directly and thank the reader.

A worked example

The sample is dated 10 November 2026, from Neha Joshi in Pune to Customer Care at HomeCool Appliances, about a 1.5-tonne split air conditioner, model HC-18S, order HC-77231, bought on 2 September 2026 for ₹38,490. The problem is that the unit stopped cooling within six weeks and shows error E4, and technicians who visited on 14 and 28 October could not fix it. She has called customer care on 8, 14 and 28 October, with complaint number 5591. She asks for a replacement within 14 days, by 24 November 2026, and says she will take the matter to the relevant consumer authority or ombudsman if it is not settled.

Getting results

Keep to dates, numbers and documents. State one remedy that is reasonable for the problem, and the date by which you want it. Attach copies of the invoice, photographs and earlier messages, and keep the originals. Send the letter in a way that proves delivery, such as registered post or email with a read receipt. If the company replies, answer in writing and keep everything.

If it is not resolved

After the deadline, follow the step you named. Many countries have consumer helplines, ombudsman schemes or small-claims courts that accept complaints with this kind of record. Payment providers may offer a dispute process for card purchases, with their own time limits, so check them early. A clear letter makes each of these steps easier.

Limits

The tool writes the letter, but it does not send it, choose the right authority or check your rights, which depend on the country and the type of purchase. It does not guarantee a remedy. It is a general format and not legal advice.

Related tools

• Refund Policy Generator shows the policy a company should have, which you can compare with its response.
• Security Deposit Return Letter asks for money back from a landlord, a more specific dispute.
• Police Complaint Format is the route for a theft or loss, not a faulty purchase.
• RTI Application Generator obtains records from a public authority if the dispute involves one.