A useful complaint letter identifies the transaction, explains the problem, summarizes earlier contact and asks for a specific resolution. Include relevant copies, give the business a way to reply, and keep a copy of your message and submission confirmation.
Edit or download the template
Replace the bracketed prompts with facts that apply to your situation. Remove any sentence you cannot support. You can edit the text below, copy it, or download it as a text file.
This tool does not send or save your edits. Download a copy before leaving this page.
Make the requested action specific
Explain the result you want the company to consider. “Please correct the duplicate $24 charge on the August bill” is easier to investigate than “Fix my account.” Include the reason you believe the change is appropriate and the record that supports it.
Choose a reasonable requested reply date. That request does not create a legal deadline, extend a dispute period or establish a right to compensation. If you need to preserve a separate payment-dispute right, check the issuer’s required process promptly.
Official guidance: FTC: sample customer complaint letter.
See a completed example
A duplicate accessory charge
To the customer service team:
I am writing about order EXAMPLE-104, placed on September 4 for a desk lamp and one replacement shade. The invoice includes two $18 shade charges, but I ordered and received one shade.
I contacted support on September 8 through your website. The representative asked me to send the invoice and order confirmation.
Please review the duplicate $18 charge and refund it if your records confirm the error. I have attached copies of the order confirmation and invoice, with the two shade entries identified.
Please send a written explanation of the correction or the reason for your decision to the contact address included with this request.
Thank you,
Example customer
The example is fictional. Its purpose is to show a short sequence: transaction, discrepancy, previous contact, requested correction and evidence.
Attach the records that explain the request
Use the evidence checklist to select documents. Mention each attachment in the letter or in a short list. Keep your originals and save the versions you send.
- For a billing issue, identify the billing period and disputed line item.
- For a delivery issue, include the order, shipping promise and relevant tracking details.
- For a return issue, identify the product and include the return authorization or receipt if available.
- For an equipment charge, match the device identifier to the return evidence.
Send through the right channel and keep a record
Find the correct support address or submission form on the company’s official website or your account documents. Some disputes use a dedicated address or process. A general customer-service email may not satisfy a separate statutory notice requirement.
Save the sent text and attachments. For an online form, keep its confirmation. If you choose postal delivery, keep the mailing and delivery records. Check your account and replies for the company’s response rather than assuming silence means acceptance.
Official guidance: FTC: sample customer complaint letter.
If the response does not address the issue
Identify the particular fact, calculation or attachment that remains unanswered. Ask for the decision in writing. If you need outside help, select a relevant destination using the complaint guide rather than adding unrelated threats to the letter.
Continue with shopping and refund complaints, phone and internet complaints or the general filing guide.
Common questions
Does this website send the letter for me?
No. Copy or download your draft, then send it yourself through the appropriate verified channel.
Can I use this as a credit-card billing-error notice?
Do not assume this general template meets the requirements for that process. Use the issuer’s billing-dispute instructions and relevant official guidance, including applicable timing and delivery requirements.
Will my draft be here when I return?
The tool has no save feature. Keep your own downloaded copy before navigating away or refreshing.
Keep going
Your next useful guide
Evidence checklist
Organize receipts, messages, dates and billing records before making a consumer complaint. Includes a checklist, evidence table and follow-up log.
Start hereComplaint guide
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Problem guideRefund refused
Prepare a refund complaint using the purchase terms, reason for return and seller response. Includes a refusal checklist and example request.
Problem guideUnexpected internet bill
Compare an unexpected internet bill with your plan and prior statement. Use a billing worksheet and complaint example to ask your provider for a review.
Sources and page information
Official source links checked September 23, 2026. Requirements can change; use the relevant agency’s current instructions.
- FTC: sample customer complaint letter
- FTC: solving problems with a business
- FTC: billed for things you never received
Prepared with AI assistance. Examples and worksheets are illustrative. This is general information, not legal advice. We do not submit complaints, determine eligibility, or guarantee a result.