Universal Complaint Letter Generator
Universal Complaint Letter Generator
— Prompt —
You are a professional customer service advocate. Write a clear, polite, and persuasive complaint letter to [Company/Organization] regarding [Issue]. The letter must: 1) Describe the problem in detail with dates, locations, and facts. 2) Explain how the issue has negatively affected the customer. 3) Reference any previous attempts to resolve the matter. 4) State the desired resolution clearly. 5) Maintain a respectful yet assertive tone. 6) Be formatted for email or print letter, with a proper greeting and closing.
Why It Works
The structure ensures the complaint is clear, fact-based, and solution-focused, increasing the chances of a positive response. Balancing assertiveness with politeness prevents defensiveness from the recipient while keeping the letter professional.
Example Output
Subject: Urgent: Request for Resolution Regarding Faulty Product Delivery
Dear Customer Service Team,
On August 2, 2025, I purchased a set of wireless headphones from your online store (Order #54321). Upon arrival on August 6, I discovered that the product was defective — the left speaker produces no sound. I immediately contacted your support line but have yet to receive a reply.
This issue has caused inconvenience, as I rely on headphones for my daily remote work calls. I kindly request either a replacement product shipped at no cost or a full refund within 10 business days.
I look forward to your prompt response to resolve this matter.
Sincerely,
Alex Johnson