LoveByPDF logo

LoveByPDF
EN

🌐 English · Free Formal Complaint Letter to a Company (Before the Ombudsman) template

Formal Complaint Letter to a Company (Before the Ombudsman)

Final complaint letter that sets out the problem and the remedy and tells the company you will go to the ombudsman after eight weeks.

🇬🇧 United Kingdom

Fill in and download - free

Formal Complaint Letter to a Company (Before the Ombudsman) - sample

Alex Morgan
+44 7700 900123

Date: 06/10/2026

To
____________

Subject: Formal complaint - reference ____________

Dear Sir or Madam,

I wish to make a formal complaint.

What went wrong:
____________

What I have already done:
I phoned on 3 May and emailed on 5 May

What I want you to do:
A refund of GBP 240 and an apology.

Please acknowledge this complaint and send me your final response within eight weeks, as the regulator's rules allow. If I am not satisfied, or you do not respond within that time, I will take my complaint to the relevant ombudsman (for example the Financial Ombudsman Service or the Energy Ombudsman) and to the courts if necessary.

Yours faithfully,


Alex Morgan

Fill in and download - free

Formal Complaint Letter to a Company (Before the Ombudsman)

In regulated sectors such as banking, energy, telecoms and insurance, the company must resolve your complaint within eight weeks, after which you can go to the ombudsman free of charge.

When to use it

  • Faulty product or poor service
  • Billing errors with banks, utilities or insurers
  • Landlord, neighbour or workplace problems
  • Delayed delivery, flight or hotel issues

How to write Formal Complaint Letter to a Company (Before the Ombudsman)

  1. Write the order, account or reference number so the complaint can be traced.
  2. Describe what happened in a few clear sentences, with dates.
  3. Say exactly what you want - a refund, a replacement, a repair, an apology - and by when.
  4. Attach copies (never originals) of bills and messages, keep a copy of the letter, and send it in a way that gives you proof.

Attach with it

  • Copies of bills, receipts, tickets and messages
  • Photographs of the defect

Common mistakes

  • Writing a long angry letter without dates
  • Not saying what you want
  • Sending originals instead of copies

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 Formal Complaint Letter to a Company (Before the Ombudsman)

  1. Fill in the form: Your full name, Your address, Complaints department, Account / reference number, What went wrong, What you have already done.
  2. Add your letterhead, logo, footer or watermark if you like.
  3. Download a print-ready PDF - or send it for e-signature.

Complaint letters →

FAQ

How do I make a complaint letter effective?

State the order or account number, describe what happened with dates, say what you want and by when, and attach copies of the evidence. Keep the tone firm and polite.

How long should I wait for a reply?

Give a deadline of 7 to 15 days. If the company does not reply, escalate to the regulator, ombudsman, consumer forum or court as your country allows.

Should I send it by post or e-mail?

Both if possible. Registered post or a tracked e-mail gives you proof of delivery.

Is this Formal Complaint Letter to a Company (Before the Ombudsman) 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.

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

People also search for

  • formal complaint letter to a company (before the ombudsman) format
  • formal complaint letter to a company (before the ombudsman) sample pdf
  • how to write a formal complaint letter to a company (before the ombudsman)
  • formal complaint letter to a company (before the ombudsman) with witness and stamp paper note
  • formal complaint letter to a company (before the ombudsman) for printing
  • formal complaint letter to a company (before the ombudsman) in word and pdf
  • free formal complaint letter to a company (before the ombudsman) generator
  • fillable formal complaint letter to a company (before the ombudsman)
  • formal complaint letter to a company (before the ombudsman) United Kingdom
  • United Kingdom formal complaint letter to a company (before the ombudsman) format
  • formal complaint letter to a company (before the ombudsman) United Kingdom sample
  • Formal Complaint Letter to a Company (Before the Ombudsman) template
  • Formal Complaint Letter to a Company (Before the Ombudsman) sample
  • Formal Complaint Letter to a Company (Before the Ombudsman) example

More templates