Organize your Information

Name the person or organisation against whom the complaint is lodged.

Write When the incident you are complaining about took place.

Write how the incident happened and what caused it.

Write where the incident happened.

Write why the incident happened.

Attempt to resolve the situation immediately.

Making a Complaint

Accumulate the documents involved with the incident.

Identify what you want to resolve the situation.

Determine if you want to write down a complaint letter of what you want done to correct the problem.

Determine who to contact to have your problem addressed.

Make sure the complaint is signed and dated.

Where evidence is supplied, attach to the complaint.

Send the complaint letter to people in power.

Tips

Always write down the date, time, names and titles of the people that you speak with.

Be patient and polite.

If you cannot get the result that you want from a representative, ask to speak to their supervisor.

If your complaint is resolved, say "Thank you".

Download or Print this Complaint Checklist

Get a printable version of this checklist in your preferred format: PDF, Word, Excel, or print directly from your browser.

Who it's for

This Complaint Checklist is for teams that want consistent execution, less rework, and clear ownership.

Standardize quality - run the same Complaint steps every time, regardless of who executes
Save time - reuse a proven Complaint workflow instead of rebuilding processes from scratch
Improve accountability - assign owners and see what's done vs. what's pending
Onboard faster - use the Complaint checklist as the SOP and training guide
Coordinate across roles - handoffs are clear and everyone works from the same source of truth

How to use this Complaint Checklist:

Start by saving it - save as a Template if you'll reuse it, or as a Checklist if it's a one-off project.
Customize it once for your workflow - remove what doesn't apply and add your team-specific steps.
Assign ownership and execute - set owners/due dates where needed and track completion as work happens.
Reuse without rebuilding - when Complaint comes up again, start from your saved version and run it with clear ownership.

5 stars

Scores 4.80 with 65 votes