Sample Email for Complaining About a Service: How to Craft an Effective Message

Have you ever felt frustrated with a company’s service and didn’t know how to go about complaining? Maybe you had a negative experience with a product, or the customer service was unsatisfactory. Whatever the issue may be, it’s important to speak up and let companies know where they need improvement.

To help you with this task, we’ve put together a sample email for complaining about a service that you can use as a guide. Of course, you can customize the email to fit your specific situation. Our goal is to provide you with a starting point and some helpful tips on how to effectively communicate your concerns.

Below is an example email for complaining about a service. Feel free to copy and paste it into your own email and edit it as needed to reflect your situation.

Subject: Unsatisfactory service/ product

Dear [Name],

I am writing to express my disappointment with the service/product I received from your company. As a loyal customer, I have always appreciated the quality of your products and services, but my recent experience has left me feeling quite frustrated.

[Now is the time to explain in detail what went wrong. Be specific and objective when describing the situation. Avoid using aggressive or accusatory language. Stick to the facts, so that the company can address the issue effectively.]

I hope that you can understand that this situation has left me feeling quite dissatisfied with your company. I believe that my trust in your products and services has been violated, and I would like to see this issue resolved as soon as possible.

[At this point, you should state what you expect the company to do in order to address the issue. Be realistic and diplomatic in your demands. Giving the company a clear idea of what you want helps speed up the process of resolving the issue.]

Thank you for your attention to this matter. I look forward to hearing from you soon.


[Your name]

The Best Structure for a Complaint Email About a Service

If you have received poor service from a company, it’s important to communicate your concerns directly to them. Although it might be tempting to simply walk away and not do business with them again, you owe it to yourself and others to speak up and give the company a chance to make things right. In writing a complaint email, it’s important to structure your message in a way that is clear, respectful, and effective.

Introduction (1-2 sentences)
Begin your email with a polite and professional greeting, such as “Dear [name of recipient]” or “Hello [company name].” Introduce yourself briefly and explain the reason for your email.

Description of the Problem (1-2 paragraphs)
In this section, describe the problem you experienced in detail. Be specific and provide concrete examples of what went wrong. Avoid blaming or attacking the recipient, and stick to the facts. Explain how the problem affected you, whether it cost you money, time, or simply caused inconvenience and frustration.

Explanation of Expectations (1-2 sentences)
Next, explain what you expected to happen or what you would like the recipient to do to resolve the issue. Be clear and concise in your request, but also reasonable. Give the recipient a chance to respond and offer a solution.

Call to Action (1-2 sentences)
In the final section, clearly state what action you would like the recipient to take. This could be simply acknowledging your email, issuing a refund, or taking steps to improve their service in the future. Be specific and polite in your request, and express your willingness to work with the recipient to resolve the problem.

Closing Remarks (1-2 sentences)
End your email with a polite and professional closing, such as “Sincerely” or “Best regards.” Thank the recipient for their attention and time, and offer your contact information if necessary.

Remember, when writing a complaint email, it’s important to remain polite, professional, and respectful. Stick to the facts and avoid making personal attacks. By following this structure and tone, you give the recipient the best chance to hear and respond to your concerns, and to make things right.

Seven Sample Emails for Complaining about a Service

Poor Quality Service

Dear Sir/Madam,

I am writing to complain about the poor quality of service that I received at your store. Last week, I visited your store to purchase a laptop. The salesperson was uninterested in assisting me and provided minimal information about the products. Furthermore, once I decided on a laptop, the service was subpar and dragged on for hours. I was deeply disappointed with the entire retail experience.

I would like to request that you take the necessary steps to improve your customer service to ensure that other customers do not encounter similar problems.

Thank you for taking the time to consider my complaint.



Late Delivery Service

Dear [Company Name],

I am writing to express my dissatisfaction regarding the delivery service that your company provided. I placed an order for a TV unit one week ago, and I was guaranteed delivery the next day. However, I have yet to receive my order. As you can understand, this delay has caused significant inconvenience and frustration on my end.

I would appreciate it if you could provide me with an update on the status of my order and ensure that it is delivered at the earliest. I hope you understand that time is of the essence, and I expect prompt action from your company on this matter.

Thank you for your time and attention,



Billing Error Complaint

Dear [Company Name],

I am writing to bring to your attention a billing error I have found on my most recent statement. I have been billed an extra amount for services that I didn’t subscribe to, which is upsetting because I have already paid for the services that I use.

I trust that you will take immediate action in rectifying the mistake and refunding my account for the extra amount charged. Your prompt attention to this matter is greatly appreciated.

Thank you in advance for your assistance.



Unprofessional Behavior Complaint

Dear [Manager Name],

I am writing to make a complaint about the unprofessional behavior of one of your employees. During my recent visit to your restaurant, I encountered one of your staff members, who was rude and dismissive when I asked for assistance. Additionally, the individual was gossiping with colleagues and didn’t pay attention to their customers, making the environment uncomfortable.

I hope you can address this matter with the concerned staff member, and ensure that your employees maintain the highest standards of professionalism and politeness in all customer interactions.

Thank you for your time and consideration,



Product Defect Complaint

Dear [Company Name],

I am writing to bring to your attention the defect in the product that I received from your company. I purchased a new smartphone from your store last month, and I noticed that it has several operational issues that hadn’t been present before. The phone regularly crashes, and the camera has poor picture quality.

I would like to request that you replace the defective phone and provide me with a working one. I paid a considerable amount of money for this device, and it is frustrating to encounter such malfunctioning issues. Kindly understand my situation and act according to the best interest of your customer.

Thank you for your understanding and cooperation,



Confusing Web Service

Dear [Company Name],

I am writing to complain about the confusing nature of your web service. I have tried several times to navigate my user profile, and I find it poorly designed and challenging to understand. The service is unclear, and the features are neither accessible nor straightforward to utilize.

As a paying customer, I would like to request that you improve the user interface of your digital platform, and make it more user-friendly for effortless navigation and access to the services provided. Please consider my feedback for the future improvement of the platform.

Thank you for your attention,



Inaccurate Bill Complaint

Dear [Company Name],

I am writing to inform you of the inaccuracies in my recent bill from your company. Despite regularly paying bills via direct deposit, I still received an invoice reflecting owed fees and penalties. The bill seems to contain numerous mistakes that would seem like an oversight on part of your billing department.

I kindly request that you urgently check the records and make the required corrections to rectify any discrepancies in the bill. I am willing to pay for the services I have received and am confident that you will resolve this concern promptly.

Thank you for your attention to this matter,



Tips for Writing an Effective Email Complaint about a Service

Writing a complaint email can be a daunting task, but often it is the most effective way to voice your dissatisfaction with a service. The following tips will help you construct a clear, concise, and persuasive email that will get your complaint addressed:

  • Stick to the facts: Start your email by stating the facts of the situation that led to your dissatisfaction with the service. Be specific, include relevant dates, times, and any other pertinent details that will help the reader understand your complaint.
  • Use a polite yet firm tone: Remember that the person reading your email is likely not responsible for the issue you are complaining about. Be sure to maintain a polite and professional tone throughout the email, while still conveying the seriousness of your complaint.
  • Provide evidence: If you have any documentation or evidence to support your complaint, include it in the email. This can include photos, receipts, or other relevant material that will help make your case.
  • Make a specific request: Be clear about what you want the service provider to do to address your complaint. Do you want a refund? A replacement product or service? Be specific about your desired outcome.
  • Offer a solution: If you have a suggestion for how the service provider can avoid similar issues in the future, include it in your email. This will show that you are not simply complaining for the sake of complaining, but that you genuinely want to help improve the service.

By following these tips, you can craft an effective email complaint that will get your issue addressed. Remember to keep your tone polite, stick to the facts, and provide evidence to support your complaint. By doing so, you increase the likelihood that your complaint will be taken seriously and resolved to your satisfaction.

FAQs About Complaining About a Service Over Email

What information should I include in my complaint email?

You should provide clear details about the service you received, how it fell short of your expectations, and what you would like the company to do to resolve the issue.

What is the best time to send a complaint email?

You should send the complaint email as soon as possible, ideally within 24 hours of the service issue, while the details are still fresh in your mind.

How do I address the recipient in my complaint email?

You should address the recipient formally, using their name and title if possible. Avoid using derogatory language or insults.

Should I attach any documentation to my complaint email?

If you have any supporting documentation, such as invoices or receipts, you should attach them to your email. They can help to make your case more compelling.

How long should my complaint email be?

Your complaint email should be concise and to the point. It should provide sufficient detail for the recipient to understand the issue, but should not be overly long or rambling.

What should I do if I don’t receive a response to my complaint email?

If you don’t receive a response within a few days, you should follow up with a polite reminder. If you still do not receive a response, you may want to escalate the issue to a higher authority.

Can I request compensation in my complaint email?

You can certainly request compensation, but it is important to do so in a reasonable and professional manner. Be clear about the specific compensation you are seeking, such as a refund, discount, or voucher.

How can I make my complaint email more effective?

To make your complaint email more effective, be sure to provide specific details about the issue, avoid making it emotional or confrontational, and offer a suggested resolution.

Should I send my complaint by email or by post?

Email is generally the preferred method for complaints, as it allows for a quick response and does not require the recipient to receive physical mail. However, in some cases, such as if you do not have access to email or if the company specifically requests a letter, it may be appropriate to send your complaint by post.

Let’s get those complaints fixed!

Thanks for joining me in this journey of learning how to write an effective email complaining about a service. Remember, when writing a complaint, it’s important to be clear and concise, provide specific information, and suggest a solution. Don’t forget to thank the person or company for their time and express your hope for a positive resolution. I hope you found this article helpful and that you’ll come back for more tips and tricks in the future. Have a great day and happy emailing!