Sample letters

Download sample letters to support good complaint handling in your organisation.
Published: 31 October 2023
Last updated: 14 September 2026
Events more than 12 months old, no good reason
Use this sample letter if you need to decline to look at a complaint where:

- the events took place more than 12 months ago

- you decide there is no good reason for the delay.
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Events more than 12 months old, impractical to investigate
Use this sample letter if you need to decline to look at a complaint where:

- the events took place more than 12 months ago

- you decide there is a good reason for the delay

- you have decided that it would not now be practical to investigate the complaint because of the time elapsed.
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For when challenging interactions continue despite previous warnings
Use this sample letter to restrict contact or stop considering a complaint following previous warnings.
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For proposing a communication agreement
Use this sample letter when a person's engagement continues to use an unfair or disproportionate amount of time and resource after attempting to de-escalate the situation.
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For lack of cooperation or engagement
Use this sample letter when a person is not engaging or responding to requests for information.
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Warning letter following threatening or abusive correspondence
Use this sample letter when you have received threatening or abusive correspondence. You can also tailor it to use in situations where your organisation has already given a verbal warning and you want to confirm it in writing.
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For de-escalating the situation
Use this sample letter when a person's engagement is using an unfair or disproportionate amount of time and resource.
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For taking a specific action
Use this sample letter when a person's engagement is continuing to have a negative impact or use an unfair or disproportionate amount of time and resource after attempting to de-escalate the situation.
Download letter [Word 1.14MB]