How to Write a Complaint Email Template That Actually Gets Results

As a consumer, we have all faced those frustrating situations where we have received poor product or service. Be it a faulty product or a rude staff member, it can leave us feeling frustrated and incredibly annoyed. It’s important to make sure we have a strong tool in our arsenal to communicate effectively and professionally with the company and resolve the issue. That’s why having a complaining email template pre-prepared and ready to go can be a lifesaver in these instances.

With a well-crafted template, you can convey your message in a clear and concise way. It saves you time and reduces stress as you don’t have to worry about structuring your complaint or forgetting any crucial details. You can find a variety of examples online and edit them to fit your specific circumstances.

So next time you encounter a problem worth complaining about, don’t let frustration take over – take control and craft a strong email with the help of a complaining email template.

The Best Structure for a Complaining Email Template

Complaining about a product or service can be frustrating, but it’s important to approach the situation with a calm and clear mind. The way you structure your complaining email can greatly impact the outcome of your complaint. After all, the customer service representative may receive dozens of complaints every day, and a well-structured email can help them understand your issues clearly. Here are some tips on how to structure your complaining email to ensure the best possible outcome.

1. Provide context: Start the email by providing context and explaining the reason for your complaint. This could be a simple statement like “I recently purchased your product and unfortunately, it did not meet my expectations.” This helps the customer service representative understand the nature of your complaint and what they can do to remedy the situation.

2. Be specific: Be as specific as possible when describing the issue you’re experiencing. Including details like the date of your purchase, the name of the product or service, and any order or tracking numbers can help the customer service representative investigate the issue more quickly and efficiently. Use bullet points or numbered lists to make your points clear and easy to read.

3. Offer a solution: It’s always helpful to offer a solution to the issue you’re experiencing. For example, if you received a damaged product, you could suggest that the company send a replacement item. This shows that you’re willing to work with the company to find a resolution and can help expedite the process.

4. Provide your contact information: It’s important to provide your contact information so the company can follow up with you regarding your complaint. This includes your full name, email address, and phone number. If you prefer to be contacted by a specific method, be sure to mention that in your email.

5. End with a polite tone: It’s important to end your email with a polite tone, regardless of how frustrated you may be. You could thank the customer service representative for their time and express your hope that the issue will be resolved quickly and satisfactorily. This shows that you’re a reasonable and courteous customer and can help ensure that the company takes your complaint seriously.

In summary, a well-structured complaining email should provide context, be specific, offer a solution, provide contact information, and end with a polite tone. By following these guidelines, you can increase the chances of a successful resolution to your complaint and maintain a positive relationship with the company.

7 Sample Complaint Email Templates

Complaint About Product Quality

Dear [Customer Service],

I am writing to express my disappointment with the [product name] I recently purchased from your company. Upon receiving the product, I noticed several defects and damages, including [list specific issues]. As a loyal customer, I expected better quality from your company.

I would appreciate it if you could promptly address this issue and either provide a replacement or refund. Thank you for your attention to this matter.

Best regards,

[Your name]

Complaint About Shipping Process

Dear [Customer Service],

I am writing to bring to your attention my dissatisfaction with the shipping process for my recent order. Despite the promised delivery date, the package arrived a week later due to unforeseen delays that were not communicated to me.

I would appreciate it if you could review your shipping process and ensure that such delays do not happen again in the future. I hope you can take necessary steps to improve your process and fulfill your commitment to customer satisfaction.

Thank you for your attention to this matter.


[Your name]

Complaint About Customer Service

Dear [Customer Service],

I am writing to express my frustration with the recent customer service experience I had with your company. The representative I spoke with was unhelpful and seemed disinterested in resolving my issue. Despite multiple attempts to reach out, I was unable to receive satisfactory assistance.

I would appreciate it if you could train your customer service representatives to improve their communication skills and resolve customer issues efficiently. I hope to receive better service in the future.

Thank you for your attention to this matter.


[Your name]

Complaint About Billing Error

Dear [Accounting Department],

I am writing to bring to your attention an error in my recent bill. Upon reviewing the bill, I noticed an overcharge of [amount]. I have attached a copy of the bill and any necessary information to rectify the error.

I would appreciate it if you could resolve this issue promptly. Thank you for your attention to this matter.

Best regards,

[Your name]

Complaint About Website Malfunction

Dear [Website Support],

I am writing to bring to your attention a technical issue on your website. While trying to complete a purchase, I encountered several glitches and errors that prevented me from completing the transaction. This has caused me great inconvenience, and I hope you can address this issue immediately to prevent other customers from facing similar issues.

I would appreciate it if you could review your website and ensure it functions smoothly to provide a seamless user experience for your customers.

Thank you for your attention to this matter.


[Your name]

Complaint About Inadequate Product Information

Dear [Customer Service],

I am writing to bring to your attention my disappointment with the lack of information provided about a product on your website. The product I ordered did not meet my expectations as the information provided on the website was incomplete and inadequate. As a result, I ended up with a product that was not suitable for my needs.

I would appreciate it if you could review the product information on your website and ensure it is accurate and complete for your customers to make well-informed decisions.

Thank you for your attention to this matter.

Best regards,

[Your name]

Complaint About Product Availability

Dear [Customer Service],

I am writing to bring to your attention my frustration with the lack of product availability on your website. I attempted to purchase [product name] several times, but it has been out of stock for weeks. As a loyal customer, I expect to be able to order the products I need in a timely manner.

I would appreciate it if you could review your inventory management process and ensure that popular products are consistently available for customers to purchase.

Thank you for your attention to this matter.


[Your name]

Tips for a Complaining Email Template

Complaining via email can come across as daunting and intimidating. It can be especially challenging to write a complaint email that is both effective and respectful. However, if you have experienced substandard treatment from a company you’ve dealt with, complaining via email can be an effective way to ensure your voice is heard. Below are some tips to consider when drafting your complaining email template:

  • Be specific: Be clear and concise about what you’re unhappy about. Make sure you include specific dates, names, and details on what happened. This way, the company can easily understand your complaint and provide an appropriate response.
  • Be objective: Avoid using inflammatory language and stick to the facts. Your email will be more effective if it is written in a calm and professional tone. Avoid writing in caps or using exclamation points, as this may come across as aggressive or confrontational.
  • Provide actionable solutions: Instead of just complaining, offer potential solutions or suggestions on how the company can address your complaint. Providing potential solutions shows that you are invested in reaching a positive outcome.
  • Use a clear subject line: The subject line of your email should be clear and concise. Make it easy for the company to understand what your complaint is about by being direct and specific. This can help ensure that your email is read and addressed in a timely manner.
  • Include supporting evidence: If you have any relevant documentation, such as photos, receipts, or chat logs, make sure to include them as attachments. This can help illustrate your complaint and make it easier for the company to take appropriate action.
  • Be patient: It can take time for the company to respond to your email, especially if they need to investigate your complaint. Be patient and avoid sending aggressive follow-up emails. Wait for a reasonable amount of time before following up. If the company doesn’t respond after a few follow-ups, consider escalating your complaint.

These tips are essential for crafting an effective and respectful complaining email template. Remember, the goal is to voice your dissatisfaction and reach a positive resolution. Keeping your email professional and objective can increase your chances of achieving that goal.

Complaining Email Template FAQs

What is a complaining email template?

A complaining email template is a pre-written email format used to express dissatisfaction or unhappiness with a particular product or service.

How do I use a complaining email template?

To use a complaining email template, you will need to fill in the details and specifics of your complaint in the appropriate fields before sending it to the recipient.

Can I customize a complaining email template?

Yes, you can customize a complaining email template to suit your unique situation or circumstances by adding or removing details as necessary.

What should I include in a complaining email template?

A complaining email template should include your contact information, the date, a clear and concise description of your complaint, and a call to action or solution.

Is it necessary to attach any evidence to my complaining email template?

If you have evidence or documentation that supports your complaint, it is a good practice to attach it to your email template.

What tone should I adopt in my complaining email template?

You should adopt a professional and courteous tone in your complaining email template, even as you express your dissatisfaction or unhappiness with the product or service.

Who should I address my complaining email template to?

You should address your complaining email template to the relevant department or person responsible for handling your complaint.

Should I follow up after sending my complaining email template?

Yes, it is a good practice to follow up after sending your complaining email template to ensure that your complaint is being investigated or resolved.

What should I do if I do not receive a response to my complaining email template?

If you do not receive a response to your complaining email template, you can follow up with a phone call or visit the company’s customer service department in person.

Thanks for Sticking Around!

So there you have your “complaining email template”–a handy tool for those times when you just need to let off steam. Remember, while it’s okay to vent, it’s also important to remain respectful and professional. With this template in your back pocket, you’ll be able to craft a complaint that is both effective and polite. Thanks for reading and be sure to check back soon for more helpful tips!