How to write a complaint email to a company: a ready template

To write a complaint email to a company, state who you are, the order, what went wrong and what you want, then attach your evidence.

What you need

  • Your order number and the date of the order
  • Photographs, screenshots or other evidence

  1. Say who you are and which order

    Start with your full name and the email address used for the order, then give the order number and the order date. This lets the company find the record in one step.

  2. Describe what happened and what you want

    Write two or three plain sentences about what went wrong and when. Then say exactly what you want: a refund, a replacement, a repair, a lower price or delivery of the order. Add a date by which you expect an answer. Stay factual and leave out emotion.

  3. Attach evidence and keep a copy

    Add photographs of the item and its packaging, screenshots of the tracking page or of the conversation, and the receipt if you have one. Keep a copy of the letter and of every reply, with dates, in case you need them later.

  4. Copy this template

    Subject: Complaint about order [order number]

    Hello. My name is [full name], and my account email is [email used for the order].

    On [order date] I ordered [item or service] under order number [order number]. It was [delivered on date / due on date].

    The problem: [what happened, in two or three plain sentences].

    I ask you to [refund the payment / replace the item / repair it / reduce the price / deliver the order] by [date].

    I attach [photographs / screenshots / tracking page]. Please reply to this email.

    Thank you, [full name]

  5. Send it to VITON13

    Use the order conversation in your cabinet, the contact page, the email viton13bussiness@gmail.com or Telegram @Vitonsupport. Put the order number in the first line. Never include a password, a verification code or a full card number.

  6. Know what happens next

    A demand to refund money or to reduce the price is answered within 10 days. For a damaged, defective or wrong item, the seller pays the return shipping, and you should not send anything back before you receive the return address. Writing to the seller is not a required step before going to court.

A complaint does not need legal wording. A clear order number, a short description, a request and evidence are enough for the case to be reviewed.

Last checked: 3 November 2026

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