When something goes wrong, it is easy to write from frustration. That first draft may be honest, but it may not get the best result. A complaint message works better when it explains the problem clearly and makes the next step obvious.
The aim is not to sound soft. The aim is to sound credible. A calm, specific complaint is harder to dismiss than an angry one.
What to include
Include the date, order number, account reference, or other identifying detail if it is safe to share. Explain what happened, what you expected, and what outcome you want. Keep the tone firm but factual.
If you are asking for a refund, replacement, correction, or update, say that directly. Do not make the reader guess what would resolve the issue for you.
Examples
Bad service
Your service was terrible.
Hello, I am writing about my experience on [date]. The service did not meet the standard I expected because [specific issue]. I would appreciate it if you could review this and let me know what can be done.
Delivery problem
My order is missing. Fix this.
Hi, I am contacting you about order [number]. It shows as delivered, but I have not received it. Could you please check the delivery status and advise the next step?
Unresolved issue
You still have not solved my problem.
Hello, I am following up because this issue is still unresolved after my previous message on [date]. Please let me know when I can expect an update or resolution.
Templates
General complaint
Hello, I am writing about [issue]. On [date], [what happened]. I expected [reasonable expectation], but [actual result]. Could you please review this and let me know how it can be resolved?
Refund request
Hi, I would like to request a refund for [order/service] because [reason]. I have included the relevant details below. Please let me know if you need anything else to process this request.
Complaint follow-up
Hello, I am following up on my complaint from [date]. I have not received an update yet, and the issue remains unresolved. Please confirm the current status and next step.
How to keep the tone firm but respectful
Use facts instead of labels. "The package arrived three days late" is stronger than "your company is careless." Ask for the result you want. If you need a deadline, include one politely: "Please respond by [date] so I know how this will be handled."
Remove insults, sarcasm, and repeated exclamation marks. They may feel satisfying in the moment, but they usually make the message easier to ignore.
Fix your complaint draft
Paste your rough complaint into Message Fixer and choose "Write a complaint" or "Make it firm but respectful." Roohlyn can help keep the message direct without making it sound aggressive.
Do not paste passwords, private keys, medical records, or financial account details.