Most complaint forms only accept a few files. What do I attach?

A single PDF of the relevant part of the chat, plus a short written summary in the form itself, usually fits better than dozens of screenshots.

The seller only answered with voice notes.

Export the chat with media so the voice notes are included, and transcribe them, so whoever reads the complaint can see what was said.

Where do I file the complaint?

It depends on your country: a consumer protection agency, an ombudsman, a complaints platform, or small claims. Start with the seller in writing.

Consumer Complaint: How to Attach a WhatsApp Chat with a Shop

When a shop or service sold you something on WhatsApp and won't fix the problem: what to collect from the chat, how to summarise it, and how to attach it to a complaint without a pile of screenshots.

A shop conversation attached as a document

You bought it over WhatsApp: the photos, the price, the “yes, it has a warranty”, the payment link. Now it’s broken, late or not what was described, and the seller has stopped answering or keeps promising. The chat is your record of the sale.

What to collect #

What was offered: photos, description, price, conditions.
Your acceptance and payment: the message, receipt or transfer.
Delivery: when it arrived, what arrived.
The problem: your photos and the date you reported it.
The seller’s answers: promises, refusals, silence.

Step 1: export the chat #

Export with media so photos, receipts and voice notes come along (Android, iPhone). If the seller used a business account, the chat exports the same way. Keep the .zip unchanged.

Step 2: write a short summary #

Three to six lines in plain language: “On 3 March I bought a washing machine for $2,100 via WhatsApp (p. 1–2). It was delivered on 10 March (p. 3). On 18 March it stopped working; I reported it the same day (p. 4). The seller promised a technician on 20 and 25 March (p. 5–6) and has not answered since 26 March.”

Step 3: turn the chat into one file #

Complaint forms usually take a few attachments with a size limit. Zap2Doc turns the export into a single chronological PDF with page numbers, photos in place and voice notes transcribed. Limit it to the period of the purchase to keep it small. You see a free preview before paying.

Step 4: file the complaint #

First send the seller your summary in writing. If that fails, use the route available where you live (a consumer agency, an ombudsman, a complaints platform or small claims) and attach the summary and the PDF. For a used car bought from a dealer, see used car with a fault: WhatsApp messages with the dealer.