A sample email complaint letter is used when a complaint needs to be sent by email rather than as a printed or mailed letter. Email complaints are commonly used for customer service issues, delivery problems, billing errors, or other service-related concerns where a written response is expected within a short time.
This page provides access to complaint letter documents that can be easily adapted for email use. Each linked document contains a complete complaint letter text that can be copied into an email message or adjusted for a shorter email format.
Email Complaint Letter Samples by Situation
Select the document that best matches your situation. Each link leads to a complete complaint letter document with real text and an editable Word template that can also be used as an email complaint.
- Customer Service Complaint Letter – Commonly used as an email complaint for unresolved customer support issues.
- Complaint Letter for Poor Service – Suitable for emailing complaints about unsatisfactory service experiences.
- Complaint Letter for Delay in Delivery – Frequently adapted as an email complaint for late or missing deliveries.
- Complaint Letter for Refund – Used when requesting a refund by email following a service or product issue.
- Overcharged Bill Complaint Letter – Appropriate for billing disputes and overcharge complaints sent by email.
How to Use a Complaint Letter as an Email
- Open the document that best fits your situation.
- Copy the complaint letter text into your email message.
- Remove postal address details if they are not needed.
- Keep the message clear, concise, and professional.
- Attach supporting documents if applicable.
Practical Tips for Sending a Complaint by Email
Use a clear and neutral subject line
The subject line should briefly describe the issue without emotional language. This helps your message reach the correct department and increases the chance of a response.
Examples of appropriate subject lines include:
- Complaint Regarding Recent Service
- Issue With Order #12345
- Request for Assistance – Billing Concern
Avoid aggressive or vague subject lines such as “Terrible Service” or “Urgent Problem!!!”.
Send the email to the correct address
Whenever possible, send your complaint to an official support or customer service email address rather than a general inbox. Common addresses include:
If the company provides a contact form, submitting the complaint through that form and keeping a copy of your message is often effective.
Keep the email concise and focused
Email complaints are usually read quickly. Focus on what happened, when it happened, and what outcome you are requesting. Avoid unnecessary background information that does not directly relate to the issue.
Remain professional and factual
A calm and professional tone increases the likelihood of a constructive response. Clearly describe the issue, but avoid accusations, threats, or emotional language.
Attach supporting documents if relevant
If your complaint relates to an order, billing issue, or service transaction, attach relevant documents such as receipts, invoices, order confirmations, or screenshots. Mention the attachments briefly in the email body.
Request a reasonable response timeframe
It is acceptable to ask when you can expect a response, as long as the request is polite. For example, you may ask for a response within 7–10 business days.
Keep a copy of your email
Always save a copy of the sent email and any replies. This can be useful if you need to follow up or escalate the issue later.
If you need general written complaint examples or guidance on formal letter structure, you may also find useful the following pages: