Strongly Worded Complaint Letter (Canada) – Free Template

When a company has ignored your complaint or given you the runaround, it is time for a strongly worded letter. This template uses firm, professional language that signals you are prepared to escalate — without crossing into rudeness.

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Strongly Worded Complaint Letter Template (Copy/Paste)

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

[Company Name]
[Complaints Department / Executive Office]
[Address]

Subject: Formal Complaint – [Account Number / Reference] – Immediate Action Required

Dear [Name / Complaints Department],

I am writing to express my serious dissatisfaction with [company name]'s handling of [brief description of the issue].

Summary of the issue:
- On [date], [describe what happened – e.g., I was charged $[amount] for a service I did not authorize]
- I first contacted your company on [date] by [phone/email/in-person] and was told [what they said]
- On [date], I followed up and [describe what happened]
- As of today, this matter remains unresolved

This is unacceptable. I have made [number] attempts to resolve this issue through your regular channels over [number] weeks/months, and the response has been inadequate.

I am requesting the following resolution:
1. [Specific action – e.g., a full refund of $[amount]]
2. [Additional action if applicable – e.g., correction of billing records]
3. [Written confirmation that this matter has been resolved]

I expect a written response and resolution within 10 business days of this letter. If I do not receive a satisfactory response by [specific date], I will escalate this matter to [relevant regulator/ombudsman – e.g., the CCTS, OBSI, provincial consumer protection office] and consider all available options.

I have kept records of all correspondence and interactions related to this complaint.

Sincerely,
[Your Name]

cc: [Relevant regulator, if applicable]

How to Use This Template

  1. Fill in every placeholder – Replace all [brackets] with your specific details
  2. Build a timeline – List every interaction in chronological order with dates
  3. State what you want – Be specific about the resolution (refund amount, service correction, etc.)
  4. Set a firm deadline – 10 business days is appropriate for an escalated complaint
  5. Name the next step – Reference the specific regulator or ombudsman you will contact
  6. Keep your tone professional – Firm and direct, but not aggressive or threatening
  7. Send with proof – Email for a timestamp, or registered mail for physical letters

What Makes a Strongly Worded Letter Effective

  • Facts over emotion – Specific dates, amounts, and interactions carry more weight than venting
  • Previous attempts documented – Shows you have already tried to resolve through normal channels
  • Clear deadline – A firm date creates urgency and accountability
  • Regulator reference – Companies take complaints more seriously when escalation is explicitly mentioned
  • Professional tone – Decision-makers respond better to composure than hostility
  • Paper trail – Everything documented and dated for future use if needed

Common Mistakes to Avoid

  • Using insults or threats – This undermines your credibility and can hurt your case
  • Being vague – "Your service is terrible" is less effective than specific facts and dates
  • Not stating what you want – If you do not ask for a specific resolution, you are unlikely to get one
  • Skipping the deadline – Without a date, there is no urgency for the company to respond
  • Sending without keeping a copy – Always save a dated copy of everything you send
  • Addressing it to the wrong department – Direct your letter to the complaints or executive office, not general customer service

Example Snippet

Preview only – not a complete template

"I am writing to express my serious dissatisfaction with [company name]'s failure to resolve [issue]. I first raised this matter on [date] and have made [number] attempts to resolve it through your regular channels. Each time, I was told [what you were told], yet the issue persists.

This is unacceptable. I am requesting [specific resolution] within 10 business days. If this is not resolved by [date], I will file a formal complaint with the [CCTS / OBSI / provincial consumer protection office]..."

What to Do If Still Ignored

  • Wait for your deadline – Give the company the full 10 business days
  • File with the relevant body:
    • Telecom: Commission for Complaints for Telecom-television Services (CCTS)
    • Banking: Ombudsman for Banking Services and Investments (OBSI)
    • Insurance: General Insurance OmbudService (GIO)
    • General: Your provincial consumer protection office
  • Consider small claims court – For financial losses, this may be an option depending on the amount and province

General guidance only. Specific processes vary by province and industry. This is not legal advice.

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Frequently Asked Questions

A strongly worded letter uses firm, direct language that makes your dissatisfaction clear without being rude. It states facts, references previous failed attempts, sets a non-negotiable deadline, and names the next step if the company does not act.

Focus on facts rather than emotions. Use phrases like "This is unacceptable" and "I expect resolution by [date]" rather than personal insults. A professional but firm tone is more effective than anger.

Escalate when your initial complaint was ignored, the response was inadequate, you have been given the runaround, or the company has failed to meet a previous commitment.

Yes. Referencing the relevant regulator shows you know your options. For example, mention the CCTS for telecom, OBSI for banking, or your provincial consumer protection office. This often motivates faster resolution.

For a strongly worded letter, 10 to 14 business days is standard. If you already sent a previous complaint that was ignored, a shorter deadline of 7 business days may be appropriate.

No, but it creates important documentation. It establishes a timeline, proves you attempted to resolve the issue directly, and serves as evidence if you later file with a regulator, ombudsman, or small claims court.

Yes. Email is preferred for many complaints because it provides an automatic timestamp and delivery record. Use a clear subject line to ensure it is taken seriously.

File with the relevant industry regulator or ombudsman: CCTS for telecom, OBSI for banking, provincial consumer protection offices, or consider small claims court for financial losses.

Yes, in many cases. Companies have internal escalation processes triggered by formal written complaints, especially those referencing regulators. A firm letter often reaches a decision-maker rather than a front-line agent.

Include your name and contact details, account or reference number, a chronological summary of the issue and previous attempts to resolve it, the specific resolution you want, a firm deadline, and what you will do next if not resolved.

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