Independent consumer guide. Not affiliated with Fox & Sons or Connells Group. Not legal advice. Adapt every template to your own facts — never send anything you cannot evidence.
Copy, paste, and adapt. Every template below follows the same principle: factual, dated, cold, and specific about what you want.
1. Formal complaint letter (branch or corporate)
Subject: Formal Complaint — [property address / reference]
Dear [Branch Manager / Complaints Team],
Please treat this as a formal complaint under your published complaints procedure.
Timeline of events:
[Date] — [what happened, one line]
[Date] — [what happened, one line]
[Date] — [what happened, one line]The failures I am complaining about are: [numbered list — e.g. 1. Misrepresentation of X; 2. Failure to respond to Y].
To resolve this complaint I require: [numbered list — e.g. written correction, apology, specific action, compensation of £X].
Please acknowledge this complaint within 3 working days and provide a copy of your complaints procedure. If I do not receive your final viewpoint letter within 8 weeks, I will refer the matter to The Property Ombudsman.
Yours faithfully,
[Name]
2. Demand for a final viewpoint letter
Subject: Request for Final Viewpoint Letter — [reference]
Dear [Complaints Team],
My formal complaint dated [date] remains unresolved. I am not willing to continue an open-ended internal process.
Please issue your final viewpoint letter within 14 days. If it is not received, I will refer the complaint to The Property Ombudsman on the basis that more than 8 weeks have passed, as I am entitled to do.
Yours faithfully,
[Name]
3. Subject Access Request (DSAR)
The full template and tactics are on our DSAR guide page — it deserves its own page because it’s the single most effective tool on this site.
4. Right to rectification (correcting false records)
Subject: Request for Rectification under Article 16 UK GDPR
Dear Data Protection Officer,
Your records contain the following inaccurate personal data about me: [state the inaccurate claim, where it appears, and its date].
The accurate position, supported by the attached evidence, is: [one factual sentence].
Under Article 16 UK GDPR I require rectification of this data without undue delay, written confirmation of the correction, and confirmation that the correction has been communicated to every recipient of the original inaccurate data, as required by Article 19.
Yours faithfully,
[Name]
5. TPO submission cover note
Complaint against: [Agent name, branch, TPO membership if known]
Final viewpoint letter: [attached / not issued — 8 weeks expired on (date)]Summary: [Three sentences maximum. What they did, what it cost you, what you want.]
Complaint points: [numbered, each cross-referenced to an attached document]
Outcome sought: [apology / correction / compensation of £X for (itemised losses and distress)]
How to use these
- One issue per paragraph, dates on everything
- Attach evidence; never just assert
- Set deadlines and follow through on exactly what you said you’d do
- Send by email with read receipt, or post with proof of postage for anything critical