A complaint letter format defines the standard structure used to clearly and professionally describe a problem, explain its impact, and request corrective action. This page explains the typical complaint letter format and provides links to ready-to-use complaint letter documents for different situations.
The illustration above shows the general structure of a formal complaint letter. Each document linked below follows this format and includes the full editable complaint letter text in Word format.
Standard Complaint Letter Format
Most complaint letters follow the same basic structure, regardless of the situation. This format helps ensure your complaint is clear, professional, and effective.
- Sender details – Your name and contact information.
- Date – When the letter is written.
- Recipient details – Company, organization, or individual.
- Subject line – Brief description of the complaint.
- Body of the letter – Description of the issue and its impact.
- Requested action – What resolution you expect.
- Closing and signature.
Complaint Letter Templates by Situation
Below are complaint letter documents that follow this standard format and are tailored to specific situations. Each link leads to a complete document with real text and an editable Word template.
- Complaint Letter for Poor Service – Uses the standard formal format for service-related complaints.
- Customer Service Complaint Letter – Applies the same structure to customer support issues.
- Complaint Letter About Manager Behavior – Follows a professional internal complaint format.
- Employee Complaint Letter – Uses a formal workplace complaint structure.
- Complaint Letter for Delay in Delivery – Applies the same format to delivery and logistics issues.
How to Use the Complaint Letter Format
- Identify your situation.
- Select the appropriate document above.
- Download the Word template from the document page.
- Edit the text to match your specific complaint.
If you are looking for complete examples rather than structure, see: