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How to write a professional complaint that gets taken seriously

A good complaint is calm, factual and specific. It explains what happened, what you want the organisation to do, and by when.

A simple structure

1. Your name, address and any customer or order number.
2. What happened, in order, with dates.
3. What you have already done (calls, emails, visits).
4. What you want: a refund, a repair, an apology, an explanation.
5. A reasonable date by which you expect a reply.
6. Copies (not originals) of receipts, photos or earlier letters.

Keep the tone firm but polite

Anger is understandable, but a respectful letter is more likely to be passed to someone who can help. HandleTheLetter lets you choose a tone such as “firm” or “strong but respectful”.

Only state what you can support

Avoid accusations you cannot prove and do not quote laws unless you are sure they apply. Facts and evidence are more persuasive than strong words.

HandleTheLetter provides document assistance, not legal advice. Always check important documents carefully.