Complaint letter template: faulty goods, service, delivery or invoice
This complaint letter template helps you report a problem clearly and provably: faulty goods, a poorly done service, a wrong or damaged delivery or an incorrect invoice. Describe the problem, choose what you ask for and set a deadline. The preview appears at once, then you download the letter as PDF or Word. Everything stays in your browser.
Source: Directive (EU) 2019/771, Directive (EU) 2019/771 on certain aspects concerning contracts for the sale of goods. Updated: .
How it is calculated
How the complaint letter template works
You choose what you are complaining about: faulty goods, a faulty service, a faulty delivery or an incorrect invoice. Then you enter the item or service, numbers, date and a precise description of the problem, and choose what you ask for: repair, replacement, a refund or a price reduction. The tool assembles a letter with subject line, facts, request, deadline and a signature line.
What your rights look like
In the EU, goods bought by consumers must conform to the contract, and the seller is liable for lack of conformity that shows up within at least two years of delivery (Directive (EU) 2019/771). If goods do not conform, consumers can generally ask for repair or replacement and, if that does not work, a price reduction or a refund. The UK has comparable rules in the Consumer Rights Act 2015. Details differ by country and by product, so check the rules that apply to you.
How to make a complaint count
- Stay factual and describe what is broken or missing and since when.
- Enclose photos and proof, and keep the receipt and packaging.
- Send the letter so that you can prove it arrived, for example by recorded delivery or by email with a delivery receipt.
- Complain soon after you notice the problem.
Other letters
To end a contract, use the cancellation letter template. If a refund does not arrive, the payment reminder letter helps.
Frequently asked questions
How do I write a complaint letter?
Name the item or service, order number and date, describe the fault precisely, say what you ask for, set a deadline and enclose photos and proof.
What can I ask for when something is faulty?
Usually repair or replacement and, if that fails, a price reduction or a refund. Which remedies apply depends on your country, the contract and the facts.
What deadline should I set?
A reasonable one, in many cases one to two weeks. The tool does not set a fixed deadline; you enter the date yourself.
How should I send the complaint?
In a way that lets you prove it arrived: recorded delivery, or email with a delivery receipt. Keep a copy.
Is my data stored?
No. There is no upload and no account. Only if you tick “Remember my entries in this browser” are your entries kept locally in your browser.
Sources and legal basis
- Directive (EU) 2019/771: Directive (EU) 2019/771 on certain aspects concerning contracts for the sale of goods
- Consumer Rights Act 2015 (UK)
As of: · Editorial policy
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