How to Write an Effective Complaining Email Sample for Customer Service Issues

Have you ever faced a situation where you received bad service, faulty products or incorrect billing from a company? It’s not an uncommon occurrence, and oftentimes we tend to let it slide as a minor inconvenience. However, sometimes the issue can be significant enough for us to take action. This is where a complaining email comes in handy.

A complaining email is an effective tool to communicate your dissatisfaction with a particular product or service to the concerned individual or organization. The tone of the email should be assertive yet polite, and it should clearly state the issue at hand. Some common mistakes that people make while composing a complaining email include being too aggressive or ranting without providing any solution or suggestion.

Fortunately, you don’t have to reinvent the wheel every time you need to send a complaining email. There are plenty of examples available online that you can use as a template and customize as needed. In this article, we’ll guide you through the steps to write an effective complaining email and provide some samples that you can use as a reference.

Whether you’re dealing with a damaged product, unsatisfactory service, or a billing issue, this article will help you craft the perfect complaining email to get the results you want. So don’t hesitate and dive right in!

The Best Structure for a Complaining Email Sample

When it comes to writing a complaining email, it is important to structure it in a way that effectively conveys your grievances while maintaining a respectful tone. Here are a few steps you can follow to ensure that your email is clear, concise, and compelling.

Step 1: Start with a clear and concise subject line

Your subject line is the first thing your recipient will see when they receive your email. Make sure it accurately reflects the content of your email and clearly communicates your complaint. For example, instead of a vague subject line like “Issue,” you could use “Complaint Regarding Product Defect.”

Step 2: Begin your email with a polite and professional greeting

Even if you are upset or frustrated, it is important to remain courteous and professional in your tone. Begin your email with a greeting such as “Dear [Recipient’s Name],” and avoid using overly informal language or unnecessary criticism.

Step 3: Clearly explain the issue and provide relevant details

In the body of your email, explain the issue you have experienced in a clear and concise manner. Use specific examples and provide any relevant details that will help your recipient understand the problem. Avoid being overly emotional or using inflammatory language, as this could damage your credibility and lessen the impact of your complaint.

Step 4: State what you would like to be done

After explaining the issue, state what you would like the recipient to do in order to resolve it. Be clear and specific, and avoid making unrealistic demands or threats. Instead, focus on finding a mutually beneficial solution that will satisfy both you and the recipient.

Step 5: Close with a polite and professional message

To conclude your email, thank the recipient for their attention and reiterate your desire to find a solution that works for both parties. Sign off with a polite and professional closing such as “Sincerely” or “Best regards” followed by your name.

By following these steps and structuring your email in a clear, concise, and respectful manner, you can increase the chances of receiving a positive response to your complaint.

Complaint Email Samples

Complaining about a Delayed Delivery


I have been waiting for my package to arrive for almost two weeks now, and I am extremely disappointed and frustrated that there is still no sign of it. This is unacceptable, especially since I paid for express shipping. I hope you understand the inconvenience this has caused me and that you take immediate action to resolve this issue.

As a loyal customer, I expect better service than this. Please look into this situation and provide me with an update as soon as possible.

Thank you,

John Doe

Complaining about Poor Quality

Dear Sir/Madam,

I recently purchased a product from your company, and I am unhappy with the poor quality. The product does not live up to the standards that were advertised, and it has not met my expectations at all. I have attached pictures to show the defects and flaws.

I would like to request a refund or a replacement as soon as possible. I hope you will address this issue and make things right.


Jane Smith

Complaining about Rude Customer Service


I had a very unpleasant experience with one of your customer service representatives today. The person I spoke to was extremely rude and unprofessional, which has left me feeling frustrated and upset.

I hope you will take action to address this situation and ensure that your employees behave in a more appropriate manner in the future. It is unacceptable for customers to be treated like this and I expect better from your company.

Thank you,

Mike Johnson

Complaining about Late Payment Fees

Dear Billing Department,

I am writing to express my frustration about the late payment fees that have been added to my account. I know that I missed the payment deadline, but this was due to circumstances beyond my control, and I was not able to make the payment on time.

While I understand your company’s policy on late payments, I believe that the fee is excessive and unfair. I would like for you to waive the fee, as I intend to pay the overdue amount as soon as possible.

Thank you for your attention to this matter.

Best regards,

Samantha Lee

Complaining about a Wrong Order

Dear Manager,

I received my order today and was disappointed to find that the contents were incorrect. I ordered item A, but received item B instead. This is not what I paid for, and it has caused me great inconvenience.

I hope you can rectify this mistake by sending me the correct item or providing me with a full refund. I appreciate your attention to this matter and look forward to hearing from you soon.

Best regards,

Chris Wilson

Complaining about a Dissatisfactory Service

Dear Customer Service Manager,

I would like to bring to your attention the poor service that I received from one of your staff members. The person was unhelpful and dismissive, which has left me feeling incredibly dissatisfied with your company.

I would appreciate it if you could address this situation and ensure that all staff are adequately trained in customer service. As a long-time customer, I expect better treatment than this.

Thank you,

Lisa Carter

Complaining about Misleading Advertising

Dear Marketing Team,

I am writing to express my disappointment with the misleading advertising of your product. The claims made in your promotional material have not been lived up to at all, and I am left feeling deceived and frustrated.

I hope you will take steps to ensure that your future advertising is more accurate and honest. As a customer, I expect to be able to trust the information provided to me about your products.

Thank you for your attention to this matter.

Kind regards,

Steven Hill

Tips for Writing a Complaint Email

Writing a complaint email is never pleasant, but it is often necessary. If you want to get your grievance heard and resolved, you need to compose a clear and effective email. Here are some tips on how to do it:

  • Be specific: When writing a complaint email, it’s essential to be specific about the problem you’re experiencing. Provide detail such as what happened, who was involved, when it occurred, and where it happened.
  • Use a polite tone: Keep your complaint email professional and courteous. Avoid using inflammatory language or making personal attacks, as this will only make it harder for the person receiving your email to help you.
  • Suggest a solution: Offer suggestions for how the issue can be resolved. This demonstrates that you’re not just complaining, but you want to find a solution that works for everyone involved.
  • Include evidence: If you have any evidence to support your complaint, such as screenshots or copies of correspondence, include them in your email. This will help the person reading your email understand the situation more clearly.
  • Be concise: Keep your email brief and to the point. Avoid rambling or going off on tangents, as this can confuse the person reading your email and make it more challenging for them to understand your complaint.
  • Mention the impact: Explain how the issue has affected you. This can be particularly useful if you’re requesting a refund or compensation.

When you’re writing a complaint email, it’s essential to keep a cool head and remain professional. The tips outlined above can help you compose an effective email that will help you get your grievance resolved.

FAQs on Complaining Email Sample

What is a complaining email?

A complaining email is an email sent to express dissatisfaction or disappointment about a product, service, or experience. It is a formal way to bring attention to a problem or issue and request assistance to resolve it.

What are the components of a complaining email?

A complaining email typically includes the following components: a clear and concise description of the issue, any relevant details such as dates or transaction numbers, an explanation of the impact or consequences, and a request for action or resolution.

What should be the tone of a complaining email?

A complaining email should be firm but polite and respectful. It should avoid emotional language and stick to facts and evidence. The tone should demonstrate concern for the problem and a willingness to work towards a solution.

How should I address the recipient in a complaining email?

You should address the recipient using their proper name and title, if known. If you are not sure, it is better to err on the side of formality and use a generic but polite title such as “Dear Customer Service” or “Hello Support Team”.

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

If you do not receive a response to your complaining email after a reasonable amount of time has passed, you should follow up with a polite reminder. If you still do not receive a satisfactory response, you may consider escalating the issue to a higher level or seeking external assistance such as a consumer protection or advocacy organization.

How can I make sure my complaining email is effective?

You can make sure your complaining email is effective by being as specific and detailed as possible, providing evidence or documentation to support your claim, and being clear about the outcome you are seeking. You should also avoid making personal attacks or becoming confrontational.

What should I do if I receive a response that does not address my issue?

If you receive a response that does not address your issue or does not provide a satisfactory resolution, you should politely explain why the response is inadequate and reiterate your request for action. You can also ask to speak with a supervisor or escalate the matter to a higher level.

Is it appropriate to complain via email?

Yes, it is appropriate to complain via email as long as you follow proper etiquette and remain respectful and professional. In fact, email can be a convenient and effective way to bring attention to a problem and seek resolution.

What are some alternatives to complaining via email?

Some alternatives to complaining via email include speaking directly with a representative or manager, submitting a complaint through a company’s website or social media channels, or seeking assistance from a consumer advocacy organization or regulatory agency.

Thanks a Bunch for Stopping By!

So there you have it, folks! A sample of how to convey your dissatisfaction through email without coming across as whiny. Remember, it’s all about the right tone, respect, and taking time to lay out your points clearly. We hope this article has helped you fine-tune your complaining email skills! Come back soon for more helpful tips and entertaining reads!