Write professional complaint letters that get results for customer service or business disputes
I need to write a formal complaint letter that will be taken seriously and get a response. I am complaining to [RECIPIENT] (company, organization, or individual). The issue is: [ISSUE_DESCRIPTION] When this happened: [TIMELINE] What I have already done to try to resolve it: [PREVIOUS_ATTEMPTS] Any reference numbers, dates, or documentation I have: [DOCUMENTATION?] What I want as a resolution: [DESIRED_RESOLUTION:select:a full refund,a partial refund or credit,a replacement or repair,an apology and acknowledgment,a change in policy or practice,compensation for damages or losses,specific action to be taken]. The tone should be [TONE:select:firm but professional,assertive and demanding,polite but persistent,escalating - this is not my first attempt]. Write a formal complaint letter that clearly states the problem and its impact on me, includes relevant dates, amounts, and reference numbers, outlines previous attempts to resolve the issue, states clearly what resolution I am seeking, sets a reasonable deadline for response, and mentions next steps I will take if not resolved. Keep it professional and factual rather than emotional. Make it clear I am serious and informed without being threatening. Suggest where to send it for maximum impact. Include any relevant consumer protection laws or regulations I can reference if applicable.
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Get Early AccessA vague complaint gets ignored. A specific, well-documented one gets results. The difference between "I am unhappy with your service" and a letter that triggers a refund usually comes down to structure, evidence, and knowing who to send it to.
You describe the [ISSUE_DESCRIPTION], list what you have tried in [PREVIOUS_ATTEMPTS], specify the [RECIPIENT], and lay out the [TIMELINE] of events. The AI builds a formal letter that presents the facts chronologically, references your evidence, and sets a reasonable deadline for response. It also suggests where to send the letter for maximum impact.
Works for consumer disputes, service failures, billing errors, and contractor issues. The letter references relevant consumer protection frameworks where applicable.
If the issue started with a vendor or service provider, you might also need the Customer Complaint Response template for the other side of the conversation. For softer situations where an apology might resolve things, try the Professional Apology Email. Draft it in the Dock Editor to keep all your documentation organized alongside the letter.
Copy this template into ChatGPT, Claude, Gemini, or the Dock Editor to start drafting your complaint letter.
Write a clear [ISSUE_DESCRIPTION] with dates, amounts, and specifics. In [TIMELINE], list events chronologically. Include any reference numbers or documentation in [DOCUMENTATION]. The more evidence you provide, the stronger the letter.
Select your [DESIRED_RESOLUTION] and describe [PREVIOUS_ATTEMPTS] to resolve the issue. Showing you tried to resolve it informally first strengthens your position. Companies take escalated complaints more seriously.
Choose [TONE] based on where you are in the process. Review the letter for accuracy. Remove any emotional language the AI added. Facts and documentation persuade. Frustration does not.
Disputing charges, requesting refunds, or escalating service failures with companies. Select your [DESIRED_RESOLUTION] and include all [DOCUMENTATION]. A formal letter sent to the right department gets responses that phone calls and chat did not.
Documenting landlord issues like maintenance failures or deposit disputes. Include [TIMELINE] of requests and responses. Set [TONE] to 'firm but professional.' Written records are essential for tenant rights in most jurisdictions.
Addressing vendor non-performance, billing disputes, or contract breaches. Reference specific contract terms in [DOCUMENTATION]. Set [DESIRED_RESOLUTION] to 'compensation for damages or losses' when the vendor failure cost you money or customers.
Appealing denied claims or disputing settlement amounts. Include claim numbers and adjuster correspondence in [DOCUMENTATION]. Reference policy terms that support your position. A structured appeal letter outperforms a phone call for claim disputes.
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