7 Escalation Email Samples in 2022

If you’re here then it means you have tried everything. Despite polite reminders, inspirational speeches, and explicit instructions, nothing seems to be helping. Either adverse circumstances are impeding your project. Or a member of your team isn’t producing work of the anticipated level. It could be appropriate to escalate now. But watch out! Escalations can be very unpleasant. Allow me to assist you with your choice and demonstrate how professionally escalations are handled. If you’ve no idea how to craft a good escalation email then this article is perfect for you.

Subjects for “Escalation Email Sample”

The subject line of your email is becoming more and more crucial in today’s digital age regardless of the email’s body. If you want your complaint to get addressed as quickly as possible regarding a product or service then make sure to add a good yet short subject line in your escalation email. If you don’t know what to write then you can select any one of the following:

  • I am disappointed with my recent purchase
  • Your company is disappointing me lately
  • My expectations were too high for your product/service
  • It’s been a long time since you’ve done anything to please me.
  • This has been the worst experience of my life.
  • I have a complaint about my order

1. Escalation Email Sample to Vendor

Dear {Name},

We regret to inform you that we have recently been disappointed with your service. The delivery against our purchase order no. {Order Number} {dt.} was actually received on {date ....}, which was required to be delivered on {date ....} as per the terms of the said purchase order.

There was a clear delay of {No. of days} in delivery. Please note that the delay is causing business loss to us. Therefore you are requested to ensure timely deliveries in the future.

Thanking you.

Yours Sincerely,
{Sender Details} 

2. Sample Escalation Email to Manager

Dear {Name},

On {date}, I {bought, leased, rented, or had repaired} a {name of the product, with serial or model number, or service performed} at {location and other important details of the transaction}.

Unfortunately, your {product or service} has not performed well {or the service was inadequate} because {state the problem}. I am disappointed because {explain the problem: for example, the product does not work properly; the service was not performed correctly; I was billed the wrong amount; something was not disclosed clearly or was misrepresented; etc.}.

To resolve the problem, I would appreciate your {state the specific action you want: money refunded, charge card credit, repair, exchange, etc.}. Enclosed are copies {do not send originals} of my records {include receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents}.

I look forward to your reply and a resolution to my problem and will wait until {set a time limit} before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at {home and/or office numbers with area code}.

Yours Sincerely,
{Sender Details} 

3. Escalation Email Sample for No Response

Dear {Name},

It seems like you didn't get time to look at my last email regarding the problem I was facing with your {Product/Service}. Again, I would like to attract your attention towards the problem I have been facing since the initial days and now it is hindering our buisness.

Hope you can solve it as soon as possible.

If you’re not the right person to talk to, whom should I reach out to?


Kind Regards,
{Sender Details}

4. Escalation Email Sample for Delay

Dear {Name},

Referring to our order of the {date…} for {items….}, we shall be glad to know when we may expect delivery, as the goods are most urgently wanted. These kinds of goods were promised within a week, and we are already put to considerable inconvenience with the long delay. Please wire us earlier whether you can delivery at the end of this month.

Or else, we shall have to be able to cancel the order, as we cannot wait any lengthier, and must obtain items elsewhere. This is simply not the first time we have had to complain of delay of deliveries of goods ordered, in addition to, as in this case the goods were wanted as soon as possible, we particularly stipulated intended for prompt delivery when giving the order for a representative, who promised to find out that it was dealt with immediately.

We need to really insist upon greater promptitude in regard to deliveries. Otherwise we will likely be compelled to place our orders with others who is going to and will give delivery with the stipulated time.

Thanking you.

Kind Regards,
{Sender Details} 

5. Escalation Email to Employee

Dear {Name},

This is to draw your kind attention to a serious matter of our service personnel regarding their ineptness and unprofessionalism as intimated by a resident of {Area name}.

In brief, on {date} one of our ambulances reported a house for providing an old man with medical treatment and shifting him to a nearby hospital. During shifting of the patient, staff could not administer him drip that was mandatory because the patient was in critical condition. The concerned staff neither provided proper first aid to the patient nor behaved well with attendants. {Describe actual problem and situation}.

Not only this but one of our medical technician {name} left the patient unattended on the stretcher. Further details about the incident can be viewed from the complaint letter which is attached herewith.

The case is submitted to you for perusal and further necessary action, please.

Kind Regards,
{Sender Details}

6. Internal Escalation Email

Dear {Name},

I wish to complain about {name of product or service, with serial number or account number} that I purchased on {date and location of transaction}.

I am complaining because {the reason you are dissatisfied}. To resolve this problem I would like you to {what you want the business to do}.

When I first learned of this problem, I contacted {name of the person, date of the call} at your company, and was told that nothing could be done about my problem. I believe that this response is unfair because {the reason you feel the company has an obligation to you}. I would like a written statement explaining your company's position and what you will do about my complaint.

I look forward to hearing from you as soon as possible to resolve this problem. If I do not hear from you within {Number of days} I will file complaints with the appropriate consumer agencies and consider my legal alternatives. I am enclosing copies of my receipt. I may be contacted at the above address and phone number.

Kind Regards,
{Sender Details}

7. Formal Escalation Email Sample

Dear {Name},

This letter is to {notify you {or} follow up on our conversation of {date}} about a problem I am having with the {name of product or service performed} that I {bought, leased, rented or had repaired} at your {name of location} location on {date}.

I am dissatisfied with your {service or product} because {describe problem}.  I have already attempted to resolve this problem by {describe attempts and actions taken}.  I have enclosed copies of my records.  {Include copies of receipts, canceled checks, contracts, and other relevant documents}

Unfortunately, the problem remains unresolved. I am hereby requesting that you: {List specific actions you want (such as: refund, exchange or repair the item)}

Please contact me within {number of days} days to confirm that you will honor my request. I have prepared a complaint for submission to the proper agencies for investigation. I will not file the complaint if you resolve the problem within this time period I have indicated.

Thank you for your anticipated assistance in resolving my problem.  Please contact me at {telephone number and/or e-mail address} if you have any questions.

Kind Regards,
{Sender Details}

Examples of Keywords Used in Email-

  • Name – Naveen
  • Sender Details – Naveen
  • CEO Emailformatsample.com
  • Date/Time – 15 October 2021

Tips for writing “Escalation Email Sample

  • Get to the bottom of your problem quickly
    Being direct and succinct is always better. If you want to comfort the receiver, don’t write a lot of words and don’t give unnecessary information like about the weather or your happy memories with them. 
  • Your desire should be communicated to them
    It is highly recommended that you include your expected resolution in the mail as clearly as possible.
  • Respectfully write your message
    There may be a sense of anger or dissatisfaction in you because of the bad product or service. Nevertheless, politeness must be observed. You should always write positively and respectfully, no matter who you are writing to.
  • Fear not
    If your complaint is reasonable and not negative, then you are not being mean. It’s sometimes beneficial for your receiver if your email allows them to realize their wrongdoings or any other problems and improve.


It would help if you kept in mind that your email must be in as simple language as possible. We hope that you liked these templates and found them helpful. We also hope that your Escalation email meets with politeness and a positive attitude. If you have any suggestions related to the same, do mention them in the comments below.


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