Complaint Examples and Email Templates

A clear complaint states what happened, gives the facts needed to identify the issue, and asks for a specific resolution. Keep the wording calm and include only information that helps the recipient investigate and respond.

What is an example of a complaint?

An example of a complaint should identify the problem, connect it to a date or reference number, and explain what would resolve it. Here is a concise general complaint example:

“I am writing about an issue with order reference ABC123, received on August 10. The item arrived damaged, with a cracked outer case. I reported the damage through customer support on August 11 and provided photographs, but the issue remains unresolved. Please replace the damaged item and confirm the next steps.”

This example of a complaint is brief but complete. It separates facts from opinions and gives the recipient a clear action to consider.

What is an example of a complaint email?

A complaint email is a written message that records a problem and the resolution requested. The following example complaint email includes a subject line, greeting, factual explanation, requested action, and professional closing.

Subject: Request to correct issue with order ABC123

Dear Customer Support,

I am writing to report a problem with order ABC123, received on August 10. The item delivered does not match the item listed in my confirmation. I contacted customer support on August 11 and was advised that the matter would be reviewed. I have attached the confirmation and a photograph of the item received.

Please review the order and arrange for the correct item to be provided. Please also let me know whether you need any additional information from me.

Thank you for reviewing my complaint.

Sincerely,
Jordan Lee

This example of a complaint email can also serve as a complaint letter example. For a printed letter, remove the subject line if it is not needed and place the date above the greeting. An example email complaint should remain readable even when attachments are viewed separately.

How should a customer complaint describe the problem?

An example of a customer complaint should explain what was expected, what actually happened, and how the customer wants the issue corrected. Avoid insults, guesses about motives, repeated exclamation marks, or statements intended to frighten the recipient.

A useful customer complaint example is: “My service was unavailable on August 14 between approximately 9 a.m. and noon. I restarted the equipment and checked the connection as directed, but service did not return during that period. Please review the interruption and explain what correction is available.”

This formal complaint example is firm without being hostile. It reports observable facts, describes steps already taken, and requests a response. If a detail is uncertain, say that it is approximate instead of presenting it as confirmed.

What information should a complaint include?

A strong complaint example gives the recipient enough information to locate the record and understand the requested outcome. Include:

• The date the problem occurred or was discovered.
• An order, case, ticket, or account reference, using only the portion needed to identify the matter.
• A short description of what you expected and what happened instead.
• Dates and methods of prior contact, plus the name or case reference provided during that contact.
• Relevant supporting documents, such as confirmations, statements, screenshots, photographs, or earlier messages.
• The specific outcome requested, such as correcting a record, replacing a damaged item, restoring a service, or providing a written explanation.

Do not include passwords, verification codes, full payment-card details, or government identification numbers. A complaint email example does not need a complete account history unless every part is relevant.

How can a complaint template be adapted?

The same example of complaint email can be adapted by changing the facts and requested action. Keep the basic structure: identify the record, describe the issue, mention earlier contact, list evidence, and state the desired outcome.

• Billing error: Name the statement date and disputed entry, explain why it appears incorrect, and request a review and correction.
• Service problem: Give the dates, describe the interruption or failure, list troubleshooting already completed, and request restoration or an explanation.
• Damaged item: State when the item arrived, describe visible damage, mention photographs, and request a replacement or another available correction.
• Poor customer support: Give the contact date, summarize what was said or left unresolved, and request a fresh review by someone able to address the issue.

Whether you call it an example complaint, complaint email example, example of email complaint, or email complaint example, the wording should match your own records. Remove any sentence that does not apply.

What should you check before sending a complaint?

Before sending an example complaint email adapted to your situation, complete this checklist:

1. Verify names, dates, reference numbers, and the sequence of events against your records.
2. Remove passwords, security answers, verification codes, and unnecessary personal information.
3. Make sure the requested outcome is specific and possible to understand.
4. Open each attachment and confirm that it is relevant, readable, and free of unrelated sensitive details.
5. Check that attachment names are clear and that the message refers to them accurately.
6. Remove emotional, threatening, sarcastic, or abusive wording.
7. Proofread the subject line, greeting, explanation, requested action, and closing.
8. Keep a copy of the message and attachments, along with any confirmation that the complaint was received.

A final review helps ensure that the example of a complaint becomes an accurate record of your own issue, not a generic template with missing or incorrect details.