How to Write a Complaint Letter (Canada)

A complaint letter puts your issue in writing with a clear deadline and paper trail. Use this guide to structure yours, or generate one in under 2 minutes with our free tool.

[Your Name]
[Your Address]
[City, Province, Postal Code]
[Your Email]
[Date]

[Company Name]
[Company Address or Complaints Department]

Subject: Formal Dispute – [Account/Order Number]

Dear Sir or Madam,

I am writing to formally dispute [describe issue: incorrect charge, service not provided, billing error, etc.] related to my account/order [number] dated [date].

Summary of facts:
- On [date], I [purchased/subscribed to/received] [describe service or product]
- I was charged $[amount] on [date]
- [Describe what went wrong: service not delivered, charge incorrect, product defective, etc.]
- I contacted [company] on [date(s)] but the issue remains unresolved

Requested resolution:
I am requesting [refund of $X / credit to my account / correction of billing error / other specific remedy].

Please respond in writing within 14 business days of this letter.

Attachments: [List any receipts, statements, photos, or correspondence enclosed]

Sincerely,
[Your Name]
        

When Should You Write a Complaint Letter?

Write a formal complaint letter when:

• Customer service is not solving your issue
• You were billed incorrectly or unfairly
• A company is refusing a refund or credit
• A landlord is ignoring repair obligations
• You were charged fees you did not authorize
• A product or service was not delivered as promised

In many sectors—especially telecom and banking—regulators expect you to first attempt resolving your issue directly with the business in writing.

What to Include in Your Complaint Letter

Your complaint letter should be:

• Clear — State the problem in plain language
• Specific — Include dates, amounts, and steps you already tried
• Solution-focused — Tell the business what you want them to do
• Documented — Attach copies of relevant evidence

A simple structure that works in most cases:

1. Your information (name, address, account/phone number)
2. A short summary of the issue
3. A timeline (what happened and when)
4. Impact on you (charges, inconvenience, loss)
5. Your requested resolution
6. A deadline for response (usually 10–14 days)

Complaint Letter Examples

Below are three example complaint letters for common Canadian situations. Copy and adapt these, or generate a personalized version using the tool.

1. Telecom / Internet Billing Dispute

Subject: Incorrect Billing - Request for Review and Credit

Hello,

I am writing to dispute charges on my account for the period of [dates]. On [date], I was billed an additional amount of $[amount] for [describe the issue: overage, service not provided, cancellation fee, etc.].

I contacted customer service on [date] but the issue remains unresolved.

I am requesting:
1. A full review of the charges; and
2. A credit for the incorrect amount.

Please confirm in writing within 10 days. I can provide supporting documents if needed.

Thank you,
[Your Name]

2. Bank / Credit Card Fee Dispute

Subject: Dispute of Unauthorized or Incorrect Bank Fee

Hello,

I am writing to dispute a fee of $[amount] applied to my account on [date]. I did not authorize this charge, and based on my conversation with your representative on [date], the fee appears to be an error.

I request that the fee be reversed and that my account reflect the correct balance. Please confirm in writing once the correction is made.

Sincerely,
[Your Name]

3. Landlord / Repair Issue

Subject: Request for Required Repairs

Hello,

I am writing regarding ongoing repair issues at [your address]. The problem (describe issue: heat not working, plumbing leak, etc.) has been present since [date] and has not been resolved despite previous notifications.

Under provincial residential tenancy laws, landlords are required to maintain the unit in a good state of repair.

I am requesting that repairs be completed within 7 days. If this matter cannot be resolved promptly, I may need to pursue next steps with the residential tenancy authority.

Thank you,
[Your Name]

Tips for Getting Faster Responses

• Keep your letter factual and concise—avoid emotional language
• Attach screenshots, statements, or photos where relevant
• Send the letter to the company's official complaints or escalation channel
• Use email or an online complaints form to create proof of submission
• Give a firm but reasonable deadline (10–14 days)

Frequently Asked Questions

This is general information only and not legal advice.