Complaint Aid

Prepare a clear written complaint with this checklist and copyable wording. Complaint Aid is a practical resource, not an automated complaint service or legal-advice tool; choose your country below for the rules, deadlines and escalation routes that apply.

Choose the relevant country guide

Collect the evidence

• Order, account, policy or contract number
• Important dates, amounts and the payment method
• Receipts, screenshots, advertisements and relevant terms
• Copies of chats, emails, decisions and cancellation confirmations
• A short timeline, the outcome you want and a reasonable reply date

Copy and adapt a template

General complaint

Subject: Formal complaint — [account/order/reference]

On [date], I [bought/subscribed/reported a claim], reference [number]. The problem is [facts in chronological order]. I have already tried [steps taken]. Please [refund/cancel/correct/replace/review the decision] by [reasonable date]. I have attached the relevant records. Please acknowledge this complaint and give me your response in writing.

Cancellation or recurring payment

I cancelled [service and account] on [date] using [method], but [the renewal/charge] continued. Attached is my cancellation proof. Please confirm that the contract and automatic renewal are ended, reverse the payment of [amount] taken on [date] if it was not due, and confirm the final balance in writing.

Refund or return

Order [number], received or due on [date], is [not delivered/faulty/not as described/being returned under the applicable cancellation right]. I notified you on [date] and have attached [tracking/photos/receipt]. Please provide [refund/repair/replacement] and written return instructions by [date].

Incorrect or unauthorised charge

I dispute transaction [date, amount and descriptor] because [I did not authorise it/the amount is wrong/the promised refund is missing]. I first reported it on [date], case [number]. Please secure the account where necessary, investigate under the applicable payment rules and send the evidence and written outcome.

Insurance claim decision

I ask you to review claim [number] and the decision dated [date]. The disputed reason is [reason]. The attached policy wording and evidence support my position because [brief explanation]. Please identify the clauses and reports relied on, reconsider the claim and issue a reasoned written response.

Send, record and escalate

1. Remove every placeholder and check that your wording matches the facts.
2. Send the complaint through a channel you can document.
3. Save the sent message, attachments, delivery proof and reference number.
4. Follow the company’s formal complaint procedure and response timetable.
5. If it remains unresolved, use the regulator, ombudsman, consumer agency or payment-dispute route named in the relevant country guide.

Do not include passwords, PINs, full payment-card numbers or original identity documents. A complaint or payment dispute may not pause a contractual, court or limitation deadline.