Bad customer service hurts. Getting a defective product feels like throwing money down the drain. These situations can leave anyone frustrated and looking for quick solutions.
A good complaint email strikes the right balance between firmness and politeness. This collection of proven complaint emails brings results and fixes problems fast. Each example shows you exactly how to make companies listen and act on your concerns.
Customer Complaint Email Samples
These email templates will help you write clear, professional complaints that get fast responses and satisfactory resolutions.
1. Defective Product Complaint
Subject: Defective XYZ Blender Received – Order #12345
Dear Customer Service Team,
I purchased an XYZ Blender from your online store on August 15, 2024, with order number #12345. Upon receiving the product yesterday, I found that the motor makes an unusual grinding noise and stops working after 30 seconds of use.
This is particularly disappointing as I specifically chose your brand based on its reputation for quality. I have already tried basic troubleshooting steps listed in the manual, but the problem persists.
Please arrange for a replacement unit or provide a full refund including shipping costs. I have attached a video showing the malfunction and copies of my purchase receipt.
I look forward to your prompt response and resolution of this issue.
Best regards, Jane Smith
2. Late Delivery Complaint
Subject: Urgent – Significant Delay in Order #678910 Delivery
Dear [Company Name] Support,
My order #678910, placed on September 1, 2024, was guaranteed for delivery within 3-5 business days. However, it’s now been two weeks, and I still haven’t received my package.
This delay has caused significant problems as the items were needed for an upcoming event this weekend. I’ve tried tracking the package, but the status hasn’t updated since September 3.
Could you please check the status of my order and expedite the delivery? If the items cannot arrive by Friday, I would like to cancel the order and receive a full refund.
Thank you for your immediate attention to this matter.
Regards, Michael Johnson
3. Billing Error Complaint
Subject: Double Charge on Account #987654
Dear Billing Department,
While reviewing my credit card statement, I noticed that I was charged twice for my monthly subscription on September 5, 2024. The duplicate charge amount is $49.99.
I have attached screenshots of both transactions from my bank statement showing the double billing. This error has caused my account to go into overdraft, resulting in additional bank fees.
Please refund the duplicate charge and any associated overdraft fees immediately. I would also appreciate confirmation once this has been processed.
Thank you for your assistance.
Sincerely, Robert Chen
4. Poor Service at Restaurant
Subject: Unsatisfactory Experience at [Restaurant Name] – September 8
Dear Manager,
Last night, my family and I dined at your restaurant at 7:30 PM. While we’ve enjoyed many meals at your establishment before, our experience yesterday fell well below your usual standards.
We waited 45 minutes for our main courses, which arrived cold. When we brought this to our server’s attention, they seemed dismissive and made no effort to resolve the situation. We ended up leaving without finishing our meals, but were still charged full price.
As regular customers, we would appreciate the opportunity to discuss this experience with you. A partial refund would also help restore our confidence in your restaurant.
Looking forward to your response.
Kind regards, Sarah Williams
5. Online Service Disruption
Subject: Continuous Platform Outages Affecting Business Operations
Dear Technical Support Team,
For the past week, your platform has been experiencing frequent outages during peak business hours. These disruptions have severely impacted our ability to serve our customers, as we rely heavily on your service.
We’ve documented 12 separate instances of system downtime, each lasting between 15-45 minutes. This has resulted in lost sales and damaged our reputation with clients.
Given that we pay a premium subscription rate, this level of service is unacceptable. Please provide an explanation for these disruptions and your plan to prevent future occurrences.
Regards, David Martinez
6. Hotel Accommodation Issues
Subject: Multiple Problems During Stay at [Hotel Name] – Room 507
Dear Guest Relations Manager,
My stay at your hotel from September 5-7, 2024, was marked by several issues that require your attention. The room assigned to me had a malfunctioning air conditioner, stained carpeting, and visible mold in the bathroom.
Despite reporting these problems to front desk staff multiple times, no alternative room was offered, nor were the issues addressed during my stay. This experience was particularly disappointing given your hotel’s 4-star rating and premium pricing.
I request a full refund for my stay. The attached photos document the conditions described above.
Best regards, Emily Thompson
7. Cancelled Flight Compensation
Subject: Compensation Request for Flight ABC123 Cancellation
Dear Customer Relations,
My flight ABC123 from New York to Chicago on September 10, 2024, was cancelled with just two hours’ notice. This forced me to book a last-minute ticket with another airline at significant additional cost.
*The reason given for cancellation was “operational issues,” which falls under your responsibility according to your terms of service. My expenses include:
- Emergency replacement ticket: $450
- Airport meals: $35
- Transportation costs: $60*
Please process my reimbursement for these expenses. All receipts are attached to this email.
Thank you for your attention, James Wilson
8. Software Subscription Issues
Subject: Unable to Access Premium Features – Account #345678
Dear Support Team,
Despite renewing my premium subscription three days ago, I still cannot access any premium features on my account. Multiple attempts to resolve this through your help center have failed.
The payment of $79.99 was processed on September 12, 2024, but my account shows as “Basic” status. This situation has prevented me from accessing essential tools needed for my work.
Please restore my premium access immediately or refund my payment. I’ve attached the transaction receipt for reference.
Best regards, Lisa Anderson
9. Warranty Claim Denial
Subject: Appeal for Denied Warranty Claim #WC789012
Dear Warranty Department,
Your team recently denied my warranty claim for my laptop’s faulty battery, stating it was due to “user damage.” However, the battery swelled and failed during normal use, which is a known defect in this model.
The laptop is only six months old and has been used exactly as intended. Several online forums show numerous similar cases with this specific model, suggesting a manufacturing defect.
Please review my claim again considering this information. I can provide additional documentation if needed.
Regards, Tom Baker
10. Missing Items from Delivery
Subject: Incomplete Order Delivery – Order #234567
Dear [Company Name] Support,
My recent order arrived today, but three items worth $89.97 were missing from the package. The packing slip lists all items, but the box only contained part of my order.
*The missing items are:
- Blue cotton sweater ($39.99)
- Black leather belt ($29.99)
- Silver watch band ($19.99)*
Please ship the missing items immediately or process a refund for these products. I’ve attached photos of the received package and packing slip.
Thank you, Amanda Garcia
11. Membership Cancellation Problems
Subject: Unable to Cancel Monthly Membership – Account #456789
Dear Member Services,
I’ve tried canceling my monthly membership through your website and mobile app for the past week without success. Each attempt results in an error message, yet you continue charging my card.
My account shows three failed cancellation attempts, all documented with screenshots attached to this email. Your terms state that cancellation should be possible through the website.
Please cancel my membership immediately and refund charges posted after my first cancellation attempt on September 1.
Best regards, Peter Chang
12. Website Security Concern
Subject: Security Breach Alert – Account Activity Issues
Dear Security Team,
Yesterday, I received five email notifications about login attempts to my account from unknown locations. While these attempts were unsuccessful, this has raised serious concerns about your platform’s security.
My account contains sensitive personal and payment information. Despite using a strong password and two-factor authentication, these attempts are worrying.
Please investigate these suspicious activities and implement additional security measures for my account. A detailed report of the investigation would be appreciated.
Regards, Rachel Kim
13. Insurance Claim Delay
Subject: Urgent – Delayed Processing of Claim #IC901234
Dear Claims Department,
My insurance claim #IC901234, filed on August 20, 2024, remains unprocessed despite your 14-day processing guarantee. This delay is causing financial hardship as the medical bills involved are substantial.
All requested documentation was provided with the initial claim submission. Your automated system confirms receipt of all necessary papers, yet no progress has been made.
Please expedite this claim and provide an immediate update on its status. The medical provider requires payment by the end of this month.
Sincerely, Mark Stevens
14. Course Registration Error
Subject: Course Registration System Error – Student ID #678901
Dear Academic Services,
The online registration system charged me twice for the same course (Biology 101, Section A) during fall semester registration. Each charge was $825, resulting in an overpayment of $825.
My student account clearly shows two identical charges for one course registration. This has maxed out my credit card and affected my ability to purchase required textbooks.
Please process a refund for the duplicate charge as soon as possible. My registration confirmation and bank statement are attached.
Thank you, Julia Martinez
15. Damaged Furniture Delivery
Subject: Damaged Dining Table Delivery – Order #345678
Dear Customer Service,
The dining table delivered yesterday arrived with significant damage. The table top has deep scratches, and one leg is cracked near the connection point. This damage was noted on the delivery receipt.
This purchase was meant for an upcoming family gathering, and the damaged item creates significant problems with our plans. The table cost $899, and this level of damage makes it unusable.
Please arrange immediate pickup of the damaged table and delivery of a replacement. Time is essential given our upcoming event.
Best regards, Chris Taylor
16. App Purchase Refund Request
Subject: Refund Request for Non-Functioning App – Transaction #AP123456
Dear App Support,
I purchased your premium app version yesterday for $14.99, but it crashes immediately upon launch. This happens consistently despite following all troubleshooting steps listed in your FAQ.
*My device meets all system requirements, and I’ve already tried:
- Uninstalling and reinstalling the app
- Clearing cache and data
- Restarting my device*
Since the app is completely unusable, please process a refund for my purchase. The transaction receipt is attached.
Thanks, Nathan Park
17. Gym Membership Dispute
Subject: Unauthorized Membership Renewal – Account #GM789012
Dear Membership Services,
Your facility automatically renewed my annual membership despite my cancellation notice submitted through your website on August 15, 2024. The renewal charge of $599 was processed yesterday.
According to your terms of service, members must receive renewal notifications 30 days before processing charges. I received no such notification and had already submitted my cancellation request.
Please cancel my membership and refund the renewal charge immediately. My cancellation confirmation email is attached.
Regards, Kelly Wong
18. Internet Service Problems
Subject: Persistent Internet Outages – Account #IS234567
Dear Technical Support,
My home internet service has experienced daily outages lasting 2-3 hours over the past week. As someone who works from home, these disruptions severely affect my ability to perform my job.
Your technician visited yesterday but couldn’t resolve the issue. Speed tests show speeds well below the promised 100Mbps, averaging only 15Mbps during working hours.
Please send a senior technician to address these problems or release me from my contract without penalty. Service logs and speed test results are attached.
Thank you, Brian Foster
19. Wrong Size Product Shipped
Subject: Incorrect Size Shipped – Order #WS567890
Dear Returns Department,
My recent order arrived today, but all items are size Large instead of the Medium size ordered. The packing slip shows Medium, but the products received are clearly labeled Large.
*This mistake affects my entire order of:
- 3 dress shirts
- 2 pairs of pants
- 1 jacket*
Please send a return shipping label and process a replacement order in size Medium. Time matters as these clothes are needed for an upcoming business trip.
Best regards, Helen Martinez
20. Rental Car Overcharge
Subject: Disputed Charges on Rental Agreement #RC456789
Dear Billing Department,
My final rental car bill includes $175 in charges that weren’t disclosed during pickup. These extra fees are labeled as “premium location surcharge” and “additional driver fee,” though no additional driver was registered.
The original quote and rental agreement show a total price of $345 for five days. However, the final charge was $520. This significant price difference was never mentioned or explained.
Please review these charges and adjust the bill to match the agreed-upon price. All documentation is attached for reference.
Regards, Steven Lee
Wrap-up
These templates show how to craft complaint emails that get attention and results. Success comes from staying professional while clearly stating your problem and expected resolution. Keep your tone respectful but firm, add all relevant details, and save documentation of your issue. This method helps customer service teams understand and fix your concerns quickly and effectively.