Complaint letter format to a company grievance officer (sample)

Updated 2026-10

The first step in most complaints is a clear written complaint to the company. A short, dated letter with your reference numbers is what gets a response and is useful proof later.

Subject: Complaint regarding [SHORT ISSUE] [ORDER / ACCOUNT / REFERENCE NUMBER]

Dear [GRIEVANCE OFFICER'S NAME / Sir/Madam],

I am [YOUR NAME], a [CUSTOMER / ACCOUNT HOLDER / POLICY HOLDER] of your company. My [ORDER / ACCOUNT / POLICY / APPLICATION] number is [NUMBER].

On [DATE], [WHAT HAPPENED, IN DATE ORDER: WHAT YOU ORDERED OR PAID, AND WHAT WENT WRONG]. [NEXT EVENT WITH DATE.]

I have already [CALLED / EMAILED / RAISED A TICKET] on [DATES] (reference no. [NUMBER]). [THE RESPONSE I GOT, OR "I HAVE NOT RECEIVED A REPLY"].

I request you to [REFUND RS. AMOUNT / REPLACE / CORRECT / PROVIDE THE SERVICE] within [15] days of receiving this letter.

If the matter is not resolved, I will escalate it to [THE NATIONAL CONSUMER HELPLINE / THE OMBUDSMAN / THE CONSUMER COMMISSION].

Yours faithfully,
[YOUR NAME]
[PHONE] | [EMAIL]

A sample for understanding the format. It is general information, not legal advice. An advocate should check a notice before it is sent.

How to fill it in

• Send it to the grievance officer's email, and keep a copy and the sent time
• Put every date, amount and reference number in the letter
• Ask for one clear relief and a deadline (15 days is usual)
• Keep it calm and factual; do not add threats

Key facts

• Online sellers must acknowledge a complaint within 48 hours and resolve it within a month
• The letter becomes proof when you later send a legal notice
• Free to send

Read the full guide: How to file a consumer complaint in India

Common questions