--- title: "Customer Complaint Register Format Excel | ServicePilot" description: "Customer complaint register format in Excel for service businesses: the columns to keep, how to track open complaints and repeat faults. Free CSV download." url: https://servicepilot.in/blog/customers-complaints/customer-complaint-register-format/ canonical: https://servicepilot.in/blog/customers-complaints/customer-complaint-register-format/ site: ServicePilot section: Blog articles updated: 2026-10-30 keywords: "customer complaint register format" language: en-IN --- Customers & Complaints # Customer Complaint Register Format in Excel for Service Businesses By the ServicePilot Team · Published 30-10-2026 Customer complaint register format in Excel Photo by [Rodrigo Rodrigues | WOLF Λ R T](https://unsplash.com/photos/woman-working-on-a-laptop-with-spreadsheet-data-hpbduAj7wew?utm_source=servicepilot.in&utm_medium=referral) on [Unsplash](https://unsplash.com/?utm_source=servicepilot.in&utm_medium=referral) A customer complaint register format for a service business needs a complaint number, date and time, customer and site, equipment, the problem in the customer's words, category, priority, assigned technician, status, date closed, action taken and whether it is a repeat. Review open complaints every morning and repeat complaints every week. [Download the complaint register (CSV, opens in Excel) CSV, opens in Excel or Google Sheets · 1 KB · free to edit Download](https://servicepilot.in/downloads/customer-complaint-register.csv) Complaints that live in WhatsApp chats and notebooks get lost, and lost complaints become lost customers. A simple customer complaint register format in Excel fixes that: one row per complaint, from the call to the close. Download the CSV below and open it in Excel or Google Sheets. ## Customer complaint register format: columns - Complaint no. and date and time received - Received by and channel (phone, WhatsApp, email) - Customer, phone and site - Equipment or service (AC unit 2, RO in kitchen, termite treatment) - Problem in the customer's words - Category (breakdown, quality, behaviour, billing) and priority - Assigned to and visit date - Status (open, assigned, resolved, closed) - Action taken and date closed - Repeat? (yes if the same unit had a complaint in the last 30 days) ## Daily routine - Every call goes into the register before anything else. - Morning: filter status = open, assign each one. - Evening: update what was done; close only when the customer confirms. ## Weekly review - How many complaints, by category. - Average days to close. - Repeat complaints, by technician and by equipment. Repeat complaints are where the money leaks: a second free visit, and a customer who will not renew. Fix the cause (training, parts, a faulty unit) rather than the symptom. ## When the register outgrows Excel A shared sheet breaks when several people take calls at once, or when the technician cannot see the history on site. ServicePilot records each call as a [service request or complaint](https://servicepilot.in/features/service-requests/) with customer, site, equipment, category and priority, turns it into a job and keeps the history on the customer record. Read [complaint management software](https://servicepilot.in/blog/field-service-software/complaint-management-software-service-company/) and [how to respond to customer complaints](https://servicepilot.in/blog/customers-complaints/how-to-respond-to-customer-complaints/). [In ServicePilot See complaint management software in ServicePilot How ServicePilot handles this for your business, with a free demo.](https://servicepilot.in/features/service-requests/) Frequently asked questions ## Questions people ask **Q: What is a complaint register?** A: A dated list of every complaint received, who handled it and when it was closed. **Q: How do I find repeat complaints?** A: Add a column for equipment or site and filter by it. Two complaints for the same unit within 30 days is a repeat. **Q: Is Excel enough?** A: For a few complaints a week, yes. With several staff taking calls, a shared system avoids lost entries. **Q: What priority levels should I use?** A: Three is enough: urgent (no service, safety), normal, and low (cosmetic or advice). ## Related articles [Customers & Complaints Welcome Message for New Customers: WhatsApp Samples for Service Firms Welcome message for new customers on WhatsApp for service businesses: new AMC, first booking, society or office contract, in English and Hindi, ready to copy. Read the article](https://servicepilot.in/blog/customers-complaints/welcome-message-for-new-customers/)[Customers & Complaints Thank You Message to Customer After Service: Samples to Copy Thank you message to customer after service: WhatsApp samples for home visits, AMC visits, first jobs and repeat customers, in English and Hindi, ready to copy. Read the article](https://servicepilot.in/blog/customers-complaints/thank-you-message-to-customer-after-service/)[Customers & Complaints Service Reminder Message to Customer: WhatsApp and SMS Samples Service reminder message to customer samples for WhatsApp and SMS: AC, RO filter, pest control and AMC visit reminders in English and Hindi, ready to copy. 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