Effective Complaint Email Sample Restaurant- How to Write One That Gets Results

Have you ever had a questionable dining experience at a restaurant? Perhaps the food didn’t meet your expectations, the service was subpar, or the overall atmosphere fell flat. It can be frustrating to spend your hard-earned money on a dining experience that doesn’t deliver. However, sending a complaint email sample restaurant can be an effective way to voice your concerns and potentially receive a solution.

But what exactly should you include in a complaint email? It can be daunting to know where to start, but don’t worry. There are various examples available online that you can use as a starting point and edit as needed to fit your specific situation. Whether it’s a small mistake or a significant issue, it’s essential to remain calm and composed in your email while still accurately outlining the problem at hand.

In this article, we will go over tips for writing an effective complaint email and provide a few examples to help you get started. By the end, you’ll feel confident in crafting a complaint email that can potentially lead to a satisfactory resolution. So, let’s dive in.

The Best Structure for Writing a Complaint Email to a Restaurant

Complaining about a restaurant experience via email can be a daunting task. Especially if you want to get your message across without sounding rude or offensive. A well-structured email can help you organize your thoughts and clearly communicate your concerns. In this article, we’ll go over the best structure for a complaint email to a restaurant.

Begin With a Polite and Professional Greeting

Starting your email with a polite and professional greeting sets the tone for the rest of your message. You want to avoid any confrontational language or tone. Begin with a simple greeting like “Dear Manager,” or “Good day,” and make sure to include the name of the restaurant in your opening sentence.

Provide Context and Details

Next, in your email, provide context and details about the reason for your complaint. Be specific about the date and time of the incident, the location of the restaurant, and the name of your server. This helps the manager or owner of the restaurant understand what happened and what steps they need to take to make things right.

Explain Your Concerns

After providing context and details, explain your concerns about the incident. Be specific and clear about what you were unhappy with, whether it was the food, the service, or both. If you have any photos or other evidence of the incident, attach them to your email.

Propose a Solution

Proposing a solution is an important step in your email. It shows that you’re not just complaining for the sake of it, but that you want to see a resolution. If you have any suggestions for improvement, include them in your email. Whether it’s a refund, a complimentary meal, or a promise to fix the issue, propose a solution that you think is fair and reasonable.

End on a Positive Note

Finally, end your email on a positive note. Thank the manager or owner for taking the time to read your email and express your hope that they will take the necessary steps to address your concerns. This helps to leave a positive impression and shows that you’re not just complaining for the sake of it but truly care about the restaurant.


In conclusion, a well-structured complaint email to a restaurant should begin with a polite greeting, provide context and details, explain your concerns, propose a solution, and end on a positive note. This structure will help you communicate your concerns effectively and hopefully lead to a satisfactory resolution. Remember to keep your tone polite and professional throughout the email, and you’re likely to get a positive response from the restaurant.

Complaint Email Sample Restaurant

Overcooked Food

Dear Sir/Madam,

I recently visited your restaurant for dinner with my family. I was disappointed with the quality of food as it was overcooked and dry. We ordered grilled chicken and it was tough to chew. The vegetables that came along with it were also overcooked and lacked flavor.

As a customer, I expect the food to be cooked to perfection and served fresh. However, this experience has left me disappointed and dissatisfied.

I hope you can rectify this issue and ensure that such incidents do not occur in the future. I would appreciate it if you could offer me a discount on my next visit as a gesture of goodwill.

Thank you for your attention to this matter.

[Your name]

Slow Service

Dear Manager,

I visited your restaurant along with my friends for a lunch party yesterday. I was disappointed with the slow service at your restaurant. We had to wait for almost an hour for the food to arrive, which ruined the overall experience.

We had to remind the staff about our order several times, and still, the food took a long time to arrive. This was very frustrating, and it made us lose our appetite.

As a regular customer, I expect the service to be prompt and efficient. In the future, please ensure that the orders are delivered on time. I hope you take this feedback constructively to improve the service quality.

Thank you for your attention to this matter.

Best Regards,
[Your name]

Unpleasant Ambience

Dear Sir/Madam,

I visited your restaurant for dinner last night. I was disappointed with the unpleasant ambiance inside the restaurant. The lighting was too bright, and the interior was dull and uninviting. The noise level was also quite high, which made it difficult for us to have a pleasant conversation.

As a customer, I expect the ambiance to be pleasant and inviting, which enhances the dining experience. However, this experience has left me disappointed and dissatisfied.

I hope you can take necessary steps to improve the ambiance and provide a better dining experience to your customers. I look forward to visiting your restaurant again under better circumstances.

Thank you for your attention to this matter.

[Your name]

Dirty Cutlery and Glassware

Dear Manager,

I recently visited your restaurant with my family for a weekend dinner. I was disappointed with the dirty and stained cutlery and glassware that was used to serve the food and drinks. The plates and glasses were not properly washed and had visible stains on them.

As a customer, I expect the cutlery and glassware to be clean and hygienic. Using dirty utensils is unhygienic and can put the health of the customers at risk.

I hope you can rectify this issue and ensure that proper hygiene standards are maintained in the future. I suggest training your staff to follow proper cleaning procedures to avoid such incidents.

Thank you for your attention to this matter.

Best Regards,
[Your name]

Inadequate Portion Sizes

Dear Sir/Madam,

I recently dined at your restaurant for lunch and was disappointed with the inadequate portion sizes of the dishes served. I ordered the pasta dish, which was quite expensive, but the portion size was too small. I felt hungry even after finishing the dish.

As a customer, I expect the portion size to be adequate and proportional to the price charged. Inadequate portion sizes can leave customers feeling unsatisfied and overpriced.

I hope you can take note of this feedback and ensure that the portion sizes are adequate. This will not only increase customer satisfaction but also help in building a loyal customer base.

Thank you for your attention to this matter.

[Your name]

Impolite Staff

Dear Manager,

I am writing to express my disappointment with the behavior of the staff at your restaurant. During my recent visit, I encountered an impolite staff member who was rude and unprofessional. He refused to take our requests politely and treated us with disrespect.

As a customer, I expect the staff to behave professionally and provide excellent service. Staff members who are rude and impolite can make the dining experience uncomfortable and unpleasant.

I hope you can take strict action to improve the behavior of your staff and maintain professionalism in the future. A customer-friendly environment is essential in the hospitality industry, and I hope you strive to achieve it.

Thank you for your attention to this matter.

Best Regards,
[Your name]

Incorrect Bill

Dear Sir/Madam,

I recently visited your restaurant for dinner with my family. I was disappointed to receive an overcharged bill, which had several incorrect items and additional charges.

As a customer, I expect the bills to be accurate and transparent. Incorrect billing can cause inconvenience and can be a sign of poor management.

I hope you can rectify the issue and ensure that such incidents do not happen in the future. I expect you to provide transparent bills and eliminate any overcharging of customers.

Thank you for your attention to this matter.

[Your name]

How to Compose a Complaint Email to a Restaurant with Ease

Dining out is one of the cherished pastimes loved by people around the world. However, things may not go as planned – food may arrive cold, service may be poor, or the overall ambiance may not be up to your liking. Whatever the reason, it is vital to address your discontent to the restaurant, so they can rectify any mistakes and improve their service to other customers. Crafting a complaint email to a restaurant can be daunting if you don’t know how to go about it. Here are a few tips to help you draft an email that is clear, polite, and effective.

Be Specific and Concise

When writing a complaint email, it’s essential to be as specific and concise as possible. Clearly state what went wrong, where, and when it occurred. Provide relevant details such as the time of day, staff members involved, and specific items on the menu. However, try to keep the email short and to the point. Remember, the restaurant may receive multiple emails daily, so yours shouldn’t be overwhelming or confusing.

Stay Polite and Professional

Maintaining a polite and professional tone throughout your email is critical. Avoid using abusive language, sarcasm, or any other tone that may be perceived as aggressive. Instead, express your concerns in a calm and collected manner. Acknowledge the good aspects of the restaurant to show that you’re not just looking to get something for free. Starting with a positive, such as “I always enjoy dining at your restaurant,” can go a long way towards garnering empathy from the restaurant’s management.

Be Suggestive

It’s always helpful to offer suggestions for improvement when writing a complaint email. Instead of pointing out flaws, offer alternatives that would have made the experience better. For instance, suggest that the restaurant train their staff to be more attentive to customers’ needs or improve the quality of the dishes. Proposing these improvements shows that you are not only dissatisfied but also invested in improving the restaurant’s service.

Give Them A Chance to Respond

One of the critical elements of your complaint email is to provide the restaurant with the opportunity to respond to you. End your email by inviting the restaurant to reply and inform you about the steps they intend to take. An exchange of communication may help to resolve the problem, and serve as a vital learning curve for the restaurant. Consider leaving accurate contact information, such as your email address or phone number, so they may reach out to you directly.

Writing a complaint email can be stressful, but with these tips, you can draft an email that is clear, concise, and polite. Remember, your goal is to get the restaurant to address the problem and improve their service, so keep a constructive mindset and open communication.

FAQs about complaint email at a restaurant

How should I address the recipient of my complaint email?

You should address the recipient with a polite salutation such as “Dear Sir/Madam” or “Hello.”

What should I include in the subject line of my complaint email?

You should include a clear and specific subject line that summarizes your complaint, such as “Unsatisfactory Service at ABC Restaurant” or “Complaint about Food Quality.”

Should I provide my contact information in the complaint email?

Yes, you should provide your contact information including your name, email address, and phone number in the email so the restaurant can follow up with you.

How should I describe the incident that led to my complaint?

You should provide factual and specific details about what happened, including the date and time of the incident, the staff members involved, and any important contextual information that may be relevant to your complaint.

What should I expect from the restaurant after I send my complaint?

The restaurant should acknowledge your complaint and respond to it in a timely and professional manner. They may offer an apology, an explanation of what happened, and/or a resolution to the issue.

Is it appropriate to include pictures or videos of the incident in my complaint email?

Yes, you can include visual evidence such as photos or videos to support your complaint and help the restaurant better understand the issue.

How long should I wait for a response from the restaurant?

You should allow the restaurant a reasonable amount of time to investigate and respond to your complaint, usually within a few days to a week.

How can I follow up on my complaint if I don’t receive a response from the restaurant?

You can send a polite follow-up email or call the restaurant to inquire about the status of your complaint and ask for an update.

Can I demand compensation or a refund in my complaint email?

You can express your dissatisfaction and suggest a solution, but it’s not recommended to make demands or threats as it may make the situation worse.

What should I do if I’m still not satisfied with the restaurant’s response to my complaint?

If you’re not satisfied with the restaurant’s resolution, you can escalate the complaint to higher management or seek assistance from a consumer protection agency or local authority.

Time for Dessert!

Thanks for taking the time to read this complaint email sample for a restaurant. I hope it provided some insight into how to handle a disappointing experience while dining out. Remember, as a customer, it’s important to speak up about any issues you encounter. It not only helps improve the restaurant’s service but also ensures you have a better experience the next time around. If you’re ever in the area again, be sure to check out this restaurant once more. Who knows, maybe the dessert will make up for any past disappointments!