How to Write a Complaint Letter

A well-structured complaint letter or email is one of the most effective consumer tools — it's clear, documented, and hard to ignore. Here's the framework.

Open with the facts

State who you are, what you bought, and the relevant details (order number, dates, amounts) up front. Make it easy for them to look up and act.

Explain the problem plainly

Describe what went wrong in a sentence or two — no long emotional story. Reference any prior contact and its outcome.

State exactly what you want

Name the resolution: a specific refund amount, a replacement, a credit. A clear ask is far more likely to be granted than a vague grievance.

Set a reasonable deadline

Ask for a response within a specific, fair timeframe. A deadline creates urgency and sets up your next step if ignored.

Note your next step (calmly)

Mention, without threatening, that you'll pursue a card dispute, review, or regulator if unresolved. Keep it professional and send it in writing so you have a record.

Quick structure

1) Facts and order details · 2) The problem · 3) The specific fix you want · 4) A deadline · 5) Your next step if unresolved · 6) Your contact info.