Service Complaint Letter Template

[Your Name / Business Name]
[Address]
[City, State, ZIP]
[Phone] | [Email]

Date: [Date]

To: [Service Provider Name]
[Provider Address]
[City, State, ZIP]

Subject: Service Complaint – [Service Name] (Account/Contract: [Account # / Contract #])

1. Summary of Complaint

I am writing to formally complain about [Service Name] provided under Account/Contract [Account # / Contract #]. The service issues described below have caused [brief impact] and remain unresolved as of the date of this letter.

2. Service Issue Details

2.1 Issue Dates. The issues occurred on or around: [Date(s)].
2.2 Description of Problem. [Explain what happened in plain language].
2.3 Impact. This issue resulted in: [Downtime, costs, missed deadlines, inconvenience, etc.].
2.4 Supporting Evidence (Optional). ☐ Screenshots ☐ Logs ☐ Invoices ☐ Ticket numbers: [List].

3. Prior Attempts to Resolve

3.1 Support Requests. I previously reported the issue on: [Dates], via: ☐ Email ☐ Phone ☐ Ticketing system ☐ Other: [Method].
3.2 Reference Numbers. [Ticket/Case numbers].
3.3 Response Received. [Summary of provider response].
3.4 Current Status. ☐ Unresolved ☐ Partially resolved ☐ Resolved but recurring.

4. Requested Resolution

Please address this matter by [Deadline Date] and provide one or more of the following remedies (as applicable):
☐ Refund of $[Amount]
☐ Account credit for $[Amount] or [__] months
☐ Re-performance of the service at no additional charge
☐ Repair or replacement: [Details]
☐ Waiver of fees/penalties: [Details]
☐ Termination of service without penalty
☐ Other: [Requested remedy]

5. Contact and Next Steps

Please contact me at [Phone] or [Email] to confirm receipt of this complaint and your plan to resolve it. If we cannot resolve this matter, I may consider additional options available under our agreement and applicable law.

Sincerely,
[Your Name]
[Title]
[Your Business Name]

Signatures

[Your Name]
Title: [Title]
Date: [Date]
Signature: ___________________________