Get your complaint taken seriously the first time
A complaint only works when it is specific, calm, and easy to act on. Vague, angry letters get filed under “difficult customer”; a structured one with names, dates, a clear remedy, and a deadline gets routed to someone who can actually fix it. This builder assembles those elements into a professional letter you can copy straight into an email or print on letterhead.
How it works
The tool follows the structure that complaints teams and ombudsmen expect, in order:
- Header and reference — your details, the recipient, the date, and any account or order number so the letter is matched to your file instantly.
- Statement of complaint — one line naming this as a formal complaint, which often triggers a company’s formal complaints procedure and its response-time obligations.
- What happened — a factual, dated account of the incident with no editorialising.
- Impact — the concrete effect on you (money lost, time, inconvenience), which justifies the remedy.
- Evidence — a short list of the documents you are attaching.
- Remedy requested — the specific outcome you want and by when.
- Escalation intent — what you will do if it is unresolved.
Nothing is sent anywhere — the letter is generated entirely in your browser from the fields you type.
Tips and example
- Keep the tone factual. “On 3 May the boiler stopped working and remained off for 9 days despite three calls” lands harder than “your service is appalling.”
- Quantify the impact where you can: a refund request is stronger when the amount is stated.
- Name a single, reachable deadline. “Please respond within 14 days of this letter” is enforceable in spirit; “respond soon” is not.
- Keep a copy of everything and note the date you sent it. If you escalate later, that paper trail is your case.