Complaint Form Template
Create a structured complaint form that helps you systematically document, track, and resolve customer grievances while improving your business.
Let Users Fill This Form via Conversation
Unlike traditional form builders, Formbot supports conversational chat mode. Instead of filling rigid fields, users can chat naturally with your form — just like texting a friend. Our AI understands natural language and fills in the fields automatically.
Natural Language
AI parses responses
Higher Completion
Feels like texting
No Rigid Fields
Flexible responses
What is a Complaint Form?
A complaint form provides a structured way for customers to voice concerns about products, services, or experiences. Rather than relying on scattered emails or social media complaints, a form centralizes feedback and ensures nothing is missed.
Our template captures who is complaining, what the complaint is about, when it happened, detailed description, desired resolution, and supporting evidence. This information helps you investigate issues, provide fair resolutions, and identify systemic problems.
Professional complaint handling turns dissatisfied customers into loyal advocates, prevents escalation to negative reviews, and provides valuable data for business improvement.
Key Features
Complaint Categorization
Organize complaints by type (Quality, Service, Delivery) for analysis
Incident Tracking
Capture exact date and time of incident for investigation
Evidence Collection
Allow customers to attach photos, receipts, or documentation
Resolution Preference
Ask what would resolve the complaint (Refund, Replacement, Apology)
Escalation Management
Track complaint severity and escalate as needed
Follow-up Workflow
Systematic investigation and resolution tracking
Why Use This Template?
Improve Customer Retention
Professional complaint handling converts 70% of complainants to loyal customers
Prevent Negative Reviews
Address issues before they appear on review sites
Identify Quality Issues
Track complaint patterns to find and fix systemic problems
Legal Protection
Documentation of complaints and resolutions protects your business
What's Included in This Template
Customer Name
textIdentifies complaining customer for investigation and follow-up
Email/Phone
telContact information for resolution updates
Complaint Category
selectOrganizes by type (Product Quality, Service, Delivery, Staff)
Date of Incident
dateHelps locate transaction and investigate timely
Detailed Description
textareaCaptures full context of the complaint
Supporting Documents
filePhotos, receipts, or evidence of the problem
Perfect For
Retail Stores
Handle customer complaints about products or service
Restaurants/Hospitality
Document service failures and food quality issues
Service Providers
Track complaints about work quality or behavior
Corporate HR
Formal channel for employee complaints and grievances
Frequently Asked Questions
What complaint categories should I use?
Common categories: Product Quality, Service/Staff, Delivery/Shipping, Pricing, Safety/Health. Add "Other" for exceptions. Limit to 5-7 categories for clarity.
Should I require evidence?
Make attachments optional but encouraged. Photos/receipts strengthen complaint credibility. Some complaints will not have supporting documentation.
How do I handle anonymous complaints?
Request contact information for resolution. Allow "contact me" checkbox. Some valid complaints come anonymously - do not dismiss them, just investigate carefully.
What SLA should I set?
Critical complaints: 24-hour acknowledgment, 48-hour investigation start. Regular complaints: 48-72 hour acknowledgment, 7-day resolution. Communicate timeline in confirmation.
How do I measure complaint resolution?
Track: complaints received, categories, resolution rate, customer satisfaction with resolution, repeat complaints. Monitor trends to identify system improvements needed.
Ready to Create Your Complaint Form?
Generate a professional form in seconds with our AI-powered builder. No coding required.
Free forever • No credit card required • 3-day Pro trial included
