Your food is wrong, your room is broken or a product has failed. You want it fixed, and calm, clear words get you further than anger.
Way 1 · best default
A calm way to open any complaint. "I'm afraid" softens it, so staff want to help.
Examples
Hi, I'm afraid there's a problem with my room. The shower's not working.
Sorry, I'm afraid there's a problem with the bill.
In a conversation
A: Good evening, how can I help?
B: Hi. I'm afraid there's a problem with the heating in room 12.
Way 2 · very gentle
"I don't think" makes it sound like a small mix-up, not someone's fault.
Examples
Excuse me, I don't think this is what I ordered. I asked for the fish.
Sorry, I don't think this is what I ordered. Mine was the large size.
Common mistake
Not: You gave me the wrong food.
Say: Excuse me, I don't think this is what I ordered.
"You gave me…" blames the waiter. Talk about the dish, not the person.
Way 3 · say it straight
Clear about how you feel, but still calm. "Not very happy" is understatement, and people hear it.
Examples
I'm not very happy with this haircut. It's much shorter than I asked for.
To be honest, I'm not very happy with this. It broke after a week.
In a conversation
A: So, is everything OK with the repair?
B: I'm not very happy with this, actually. It's still making the same noise.
Way 4 · money back
Asks for your money back, clearly and politely. Have the receipt ready.
Examples
This kettle stopped working after two days. I'd like a refund, please.
I'd like a refund, please. The tickets were for the wrong date.
Common mistake
Not: Give me back my money.
Say: I'd like a refund, please.
A direct order sounds like you're accusing them. "I'd like" is just as clear and much calmer.
Way 5 · go higher
When the person in front of you can't solve it. Polite words, but it takes things up a level.
Examples
I understand it's not your decision. Could I speak to the manager, please?
We've waited an hour for our food. Could I speak to the manager, please?
Common mistake
Not: I want to meet your boss.
Say: Could I speak to the manager, please?
"Meet your boss" sounds like a business meeting, and "I want" sounds rude here.
Way 6 · official
Makes it formal and on the record. For companies, airlines, banks or a written complaint.
Examples
Hello, I'd like to make a complaint about a delivery driver.
I'd like to make a complaint. My suitcase was damaged on your flight.
Common mistake
Not: I want to complain you.
Say: I'd like to make a complaint.
You complain TO someone ABOUT something. Never "complain you".
Read the moment, then choose the way that fits it best.
What a translation app gives you, and what people actually say.
Not: Your service is very bad!
Say: I'm not very happy with the service.
Attacking the staff makes them defensive. Calm words about the problem get it fixed faster.
Pick one and practise it in a real conversation. Save the ones you want to remember.
