15 Expressions for Making a Complaint

When something goes wrong with a product, meal, or service, knowing how to complain effectively is crucial. Learning these 15 expressions for making a complaint will help you communicate problems clearly and politely to get them resolved. This guide provides phrases for different levels of severity, from mild issues to serious problems.

Common Ways to Voice a Concern or Problem

Polite & Mild Complaints

1. I’m sorry, but… A soft way to start a complaint, showing you’re not being aggressive. I’m sorry, but my soup is cold.
2. I have a small issue. Frames the problem as minor, which can make staff more willing to help. Excuse me, I have a small issue with my bill.
3. There seems to be a problem with… A neutral and observational way to point out an error. There seems to be a problem with my room key; it isn’t working.
4. I think there might be a mistake. A gentle way to suggest that an error has occurred. I think there might be a mistake. I ordered a latte, not a black coffee.
5. This isn’t quite what I ordered. A clear and specific complaint about a wrong item. Excuse me, this isn’t quite what I ordered. I asked for the vegetarian option.

Direct & Firm Complaints

1. I’d like to complain about… A standard, direct phrase to state your intention clearly. I’d like to complain about the noise from the room next door.
2. This is unacceptable. A strong phrase for a serious problem or repeated issue. Waiting for an hour for our food is unacceptable.
3. I’m not happy with… A clear statement of your dissatisfaction. I’m not happy with the quality of this repair.
4. I need to speak to a manager. A request to escalate the complaint to someone with more authority. This hasn’t been resolved, so I need to speak to a manager.
5. This is the second time this has happened. Useful for pointing out a recurring problem. This is the second time this has happened with the same product.

Formal & Written Complaints

1. I wish to file a formal complaint. The standard phrase for initiating an official complaint process. I am calling to file a formal complaint about your delivery service.
2. I am writing to express my dissatisfaction with… A common opening for complaint letters or emails. I am writing to express my dissatisfaction with the customer service I received.
3. This falls far below the expected standard. A formal way to say the quality was very poor. The workmanship on this item falls far below the expected standard.
4. I expect this to be resolved. A firm but professional statement about the outcome you require. This has caused a significant inconvenience, and I expect this to be resolved promptly.
5. I would appreciate it if you could look into this matter. A polite but clear call to action in written communication. I would appreciate it if you could look into this matter and provide a response.

Real-Life Dialogues

Customer: Excuse me, I’m sorry, but this steak is well-done. I asked for medium-rare.
Server: Oh, I do apologize. There seems to be a problem with the order. I’ll have the kitchen prepare a new one for you right away.
Customer: Thank you, I appreciate that.

Hotel Guest: Hello, I’d like to complain about the air conditioning in my room. It’s been making a loud noise all night, and I couldn’t sleep.
Front Desk: I’m very sorry to hear that. We’ll send maintenance up immediately.
Hotel Guest: Thank you. If it’s not fixed, I will need to speak to a manager.

Quick Tips: Making an Effective Complaint

Situation	Recommended Expression	Why?
A minor issue in a restaurant or store	I’m sorry, but… or I think there might be a mistake.	These phrases are polite, non-confrontational, and usually lead to a quick resolution.
A serious or recurring problem	This is unacceptable. or I need to speak to a manager.	They communicate the severity of the situation and the need for a higher-level solution.
A written complaint (email/letter)	I am writing to express my dissatisfaction…	It is the standard, professional way to begin a formal written complaint.
When you require a specific action	I expect this to be resolved.	It is direct and leaves no ambiguity about your expectations.

Why This Matters

• Using the right language helps you get problems fixed efficiently without creating unnecessary conflict.
• It allows you to stand up for your rights as a consumer in a respectful and effective manner.
• Mastering these 15 expressions for making a complaint builds your confidence in handling difficult situations in English.

A well-made complaint is not about being angry; it’s about being clear and assertive. With these phrases, you can communicate problems effectively and increase the chances of a positive resolution. Happy learning! 😊