Complaint form template
Let customers raise a problem clearly, and record how you resolved it.
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How to make a complaint form
- 1
Check the questions: rename, add or delete any field, or change how it’s answered.
- 2
Add your organisation’s name, a contact line and your logo if you like.
- 3
Choose fillable PDF, printable PDF, Word or HTML, and the paper size.
- 4
Download the complaint form and share it, print it or add it to your website.
About this complaint form
A complaint form gives customers, members or residents a fair, structured way to tell you something went wrong. It records the facts, the impact and, crucially, what the person would like you to do, which is often simpler than you expect.
The second half is for your team: who handled the complaint, what was done and whether the customer was satisfied. Keeping complaints on a consistent form makes patterns easy to spot.
What’s on the complaint form
The template has 4 sections and 17 questions. Every one can be renamed, moved or deleted.
- Your details: Full name; Phone; Email; Customer, order or account number
- Your complaint: What is your complaint about? (choose one: Product, Service, Staff, Delivery, Billing, Other); Date of the problem; Where did it happen?; Please describe what happened; Have you raised this with us before? (yes or no); What would you like us to do?
- Declaration: Agreement: “The information I have given is accurate to the best of my knowledge.”; Signature with date
- For our team: Received by; Date received; Action taken; Outcome (choose one: Resolved, Partly resolved, Not resolved); Customer informed on
Tips
- Acknowledge every complaint within a day or two, even if the fix takes longer.
- Ask for order numbers, dates and receipts up front; they save a lot of back-and-forth.
- Review complaints monthly for repeat problems worth fixing at the root.
Four ways to save it
A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.
Frequently asked questions
What should a complaint form include?
Contact details, what the complaint is about, what happened and when, any reference numbers, the outcome the person wants, and a section for how the complaint was resolved.
Can customers submit it online?
Yes. Download the HTML version for your website, or share the fillable PDF by email so customers can type their complaint and send it back.
Can I get the complaint form as a Word document?
Yes. Choose “Word” under “Save as” to download a .docx file you can keep editing in Microsoft Word, Google Docs or LibreOffice.
Is anything I type sent to a server?
No. The editor runs in your browser and builds the file on your device. Atifo has no server that could receive your form or the answers on it.
Can I put the complaint form on my website?
Yes. Choose “HTML” to copy ready-made form code with labels and a simple style. Set the form’s action to the address that should receive submissions, such as your own form handler.
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