Template

Product Complaint Description Form

by Olabisi Lawson, from the Community

10+

This complaint description form helps manufacturing teams, particularly in food and beverage, capture and resolve product quality and safety issues. Record complainant details, product identifiers (batch code, production and best-before dates), purchase information, and incident specifics such as allergens, foreign bodies, or illness. Document evidence, injury or medical reports, third-party notifications, and complete a root cause assessment. Plan responses to the complainant, determine if a withdrawal or recall is required, and assign corrective actions through to closure with sign-off and completion date.

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Digitize any process, procedure or policy

Eliminate mistakes made by paper-based processes

Create and share professional reports instantly

Confirm accountability and compliance with a digital log

About author

Community

This community page makes available free workplace checklists and templates created by other users within the SafetyCulture community. SafetyCulture has re-published this content and where possible, has credited the original author. SafetyCulture has not verified the accuracy, reliability or suitability of any community content. You agree that your use of any of this content is in accordance with SafetyCulture’s Terms and Conditions.

Template
Customer Complaint Description Form
Use this complaint description form to document and resolve customer issues related to product quality and safety. Capture source of complaint (customer, consumer, regulator), complainant and contact details, product identifiers (name, batch code, production and expiry dates, delivery), and incident details such as illness, allergen or foreign body. Attach photo evidence, record injuries, medical evidence and expenses, and note third-party reports. Log root cause, response to the complainant, recall or withdrawal decisions, required corrective actions, assignees, completion dates and approvals to close out the complaint.
by Olabisi Lawson, from the Community
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Template
Customer Complaint Form: Foreign Body Complaint
Use this customer complaint form to record foreign body incidents related to food and beverage products. Capture customer details, product consumed, date and time, batch code and use-by details, and a description of the foreign object. Record injuries, medical evidence, and any expenses, plus whether the issue was reported to authorities such as an Environmental Health Officer. Include contact information, reference numbers, and signatures to support investigation, traceability, and corrective actions for improved food safety and compliance.
by Enablement Team, from the Community
Downloads: 10+
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Template
Product Recall and Withdrawal Form
This product recall and withdrawal form helps teams capture the critical details needed to manage a recall or withdrawal effectively. Record the originating site, customer, and product; summarize lot codes, supplier, dates, coding, and pack dates; and quantify affected stock with depot breakdown. Conduct traceability and raw material mass balance checks, document primary packaging used and lot numbers, and attach evidence throughout. Track customer contact and responses, and log communications with certification bodies when required within three days. Designed for horticulture and fresh produce operations, this template supports compliance, rapid response, and complete documentation during product incidents.
by Fire Register, from the Community
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Template
Complaint Request Form Template
This Complaint Request form template helps teams document product or material issues linked to a site or project. Capture key details including site and project number, preparer and location, product description and number, and a clear explanation of the complaint. Attach photos for evidence and include an estimated cost to support review and resolution. Designed for construction workflows, it streamlines issue reporting, supports traceability, and improves communication between site teams, suppliers, and management.
by Neil Robbins, from the Community
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Product Complaint Description Form

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Customer Complaint Description Form

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