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Client Complaint & Concern Form

Give clients an easy way to raise concerns, capturing what happened, the impact, and how they’d like a response.

Description

The Client Complaint and Concern Form gives gyms a respectful, structured way to hear when something has gone wrong. Clients explain what happened and what it is about, when it happened, and how it has affected them, so your team understands the concern clearly and can respond appropriately.

Fields for what would put it right, whether they have raised it before, and how they would like you to respond turn a complaint into something you can act on. Contact details let your team follow up, so concerns are resolved and clients feel genuinely heard.

Handling concerns well protects your reputation and relationships. Sign up for a free Fun Forms account to customize the fields and embed this form on your website.

Form fields

Everything the Client Complaint & Concern Form above collects — 11 fields, so you can see exactly what it captures before you make it your own.

Share Your Concern

  • What's happened?

    Long Answer Icon
    Long Answer

  • What's it about?

    Dropdown Icon
    Dropdown

  • When did it happen?

    Date Icon
    Date

  • How would you rate the impact on you?

    Dropdown Icon
    Dropdown

  • What would put it right for you?

    Long Answer Icon
    Long Answer

  • Have you raised this with us before?

    Yes/No Icon
    Yes/No

  • Your name

    Name Icon
    Name

  • Email address

    Email Icon
    Email

  • Phone number

    Telephone Icon
    Telephone

  • How would you like us to respond?

    Dropdown Icon
    Dropdown

  • Confirmation

    Consent Icon
    Consent
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Template FAQs

Common questions about the Client Complaint & Concern Form — what it captures, when to use it, and how to make it your own.

What is a client complaint and concern form?

A client complaint and concern form is an online form clients use to raise an issue with a gym. It captures what happened, the impact, and how they would like a response, so the team can understand the concern and resolve it fairly and quickly.

Why ask what would put it right?

Asking what would put it right tells you exactly what the client is looking for, whether an apology, a fix, or a refund. It focuses your response on their actual expectation, making resolutions faster and more satisfying, and often revealing a simpler solution than you might assume.

Why ask if they’ve raised it before?

Knowing whether a client has raised the issue before flags recurring or unresolved problems that need extra attention. It helps your team avoid making someone repeat themselves, take persistent concerns seriously, and recognize where something has slipped through the cracks previously.

Why ask how they’d like you to respond?

Asking how a client would like you to respond, whether by phone, email, or in person, respects their preference and makes follow-up smoother. It shows you are taking the concern seriously and helps you reach them in the way that feels most comfortable to them.

Why capture the impact on the client?

Understanding how an issue has affected a client helps your team gauge its seriousness and respond with the right urgency and empathy. It ensures concerns are prioritized appropriately and that clients feel their experience is genuinely understood rather than brushed aside.

Is the client complaint and concern form free?

Yes, this client complaint and concern form is completely free, and you can customize the fields to fit your gym, embed it on your website, and go live with no coding required. Just create a free Fun Forms account to start handling concerns online.

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