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Complaint Letter to a Supplier

Complaint Letter to a Supplier. Fill it in online, choose the tone, witness block and layout, and download a print-ready PDF.

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Complaint Letter to a Supplier - sample

Northwind Ltd.
12 Main Street, London EC1A 1BB

Ref. no.: REF-2026-014
Date: 05/10/2026

To
The Branch Manager
City Bank, High Street, Manchester

Subject: Complaint Letter to a Supplier

Dear Maria Garcia,

We refer to our order no. ORD-58213. We regret to inform you that: the product delivered on 3 May stopped working after two days, although it was used as the instructions say.

We request you to replace the product or refund the full amount. Please respond within 14 days. Until this is resolved, we reserve the right to hold payment for the affected goods or services and to seek other remedies.

Yours faithfully,

For Northwind Ltd.


Anna Lopez
HR Manager

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Complaint Letter to a Supplier

A business letter is a record as much as a message. A clear subject, the facts, the request and the deadline are what make a payment reminder or order letter work.

When to use it

  • Payment reminders and demands
  • Quotations and orders
  • Supplier complaints and apologies
  • Partnership proposals

How to write Complaint Letter to a Supplier

  1. Put the subject and the reference (invoice, order, quotation) at the top.
  2. Say what happened or what you need in the first paragraph.
  3. Give the amount, dates and the deadline.
  4. Close politely, sign and keep a copy with proof of sending.

Attach with it

  • Invoice or order copies
  • Delivery and payment records

Common mistakes

  • No invoice number or date
  • No deadline
  • Threatening tone that ends the relationship

Options you can choose

Tone and salutation, validity statement, ID-copies note, witness boxes, execution note (notary / stamp paper / oath), QR or reference box, four layouts and - in any language except English - a side-by-side English copy.

How to write a Complaint Letter to a Supplier

  1. Fill in the form: Company / organisation, Company address, Reference number, Addressed to (name, office, address), Recipient's name (for 'Dear ...'), Order / invoice number.
  2. Add your letterhead, logo, footer or watermark if you like.
  3. Download a print-ready PDF - or send it for e-signature.

Business letters →

FAQ

How formal should a business letter be?

Professional but plain: a clear subject line, short paragraphs, the facts first and the request near the top. Avoid long legal phrases unless the matter is legal.

Should I keep a copy?

Always. Keep a dated copy and proof of sending for every payment reminder, order cancellation or complaint to a supplier.

Is this Complaint Letter to a Supplier template free?

Yes. You can fill it in online and download it as a PDF for free, without installing anything.

Can I change the wording?

Yes. Every sentence of the document can be edited on the page before you download it.

Is this template available in other languages?

Yes - the same document is available in 2 languages. Use the language links on this page.

This is a general template, not legal advice. Check any requirements that apply in your country or organisation.

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