Write a professional complaint letter to [RECIPIENT AND COMPANY] about [PROBLEM]. I am [MY NAME AND ACCOUNT OR ORDER DETAILS]. Use these facts only: [TIMELINE AND EVIDENCE]. My requested resolution is [REQUESTED REMEDY], and I need a response by [RESPONSE DEADLINE]. Produce a letter of 350–500 words with these parts: 1. Subject line and recipient details.
2. A short opening that identifies the account, transaction, or service and the purpose of the letter. 3. A chronological factual account with dates, amounts, case numbers, and prior contacts where provided. 4. A clear explanation of the impact without insults, speculation, or legal conclusions. 5. One specific, reasonable requested remedy, plus the deadline and preferred contact method if supplied. 6. A closing that says I will consider available escalation channels if the issue is not resolved, without making threats I cannot support. Keep the tone calm, direct, and firm. Do not add facts, policy terms, promises, damages, or accusations that are not in my materials. If I have already contacted the company, state what happened and avoid repeating the same request without acknowledging that history. Before answering, check that every factual assertion is supported by my inputs and that the requested remedy, deadline, and next action are unmistakable. Flag missing evidence, an unrealistic deadline, or a claim that needs confirmation. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [RECIPIENT AND COMPANY] | Enter the company name and the department or person receiving the letter. | Customer Relations, Northstar Appliances |
| [PROBLEM] | Enter a short description of the product, service, billing, or account problem. | A dishwasher stopped draining four months after delivery and two scheduled repairs were missed. |
| [MY NAME AND ACCOUNT OR ORDER DETAILS] | Enter your name and relevant order number, account number, or transaction reference. | Jordan Lee, order NS-48291, model NDW-300 |
| [TIMELINE AND EVIDENCE] | Enter dated events, amounts, messages, receipts, photos, or prior case numbers. | Delivered May 3; service request June 14; technician did not arrive June 21 or July 2; email confirmations and photos of standing water attached. |
| [REQUESTED REMEDY] | Enter the exact outcome you want, such as a refund, repair, replacement, or correction. | A replacement unit or a full refund including removal of the defective unit. |
| [RESPONSE DEADLINE] | Enter a reasonable date by which you want a written response. | July 19, 2026 |
How to use
- Gather your receipt, order number, dated notes, and copies of prior messages before pasting the prompt.
- Replace every bracketed field, keeping dates and amounts exactly as your records show them.
- Check that the remedy is specific and that the deadline gives the company a realistic chance to respond.
- Follow up with: "Rewrite this as a 180-word email while preserving the facts, remedy, and deadline."
Variations
Refund follow-up
Use after the company has missed its own promised refund date.
Write a 220-word follow-up to [COMPANY] about the unpaid refund for [ORDER OR ACCOUNT]. Use this record: [PROMISED REFUND AND CONTACT HISTORY]. Request [AMOUNT OR REMEDY] by [DEADLINE]. State the original promise, the missed date, and the next escalation channel I may use without threatening or inventing policy. Produce a subject line, email body, and a concise attachment list. Verify all dates and amounts against my input; flag anything unsupported.
Landlord complaint
Use to document a repair or habitability concern to a landlord or property manager.
Draft a factual written repair complaint to [LANDLORD OR MANAGER] for [RENTAL ADDRESS] concerning [REPAIR ISSUE]. Include [DATES, NOTICE HISTORY, AND PHOTOS OR RECORDS] and request [REPAIR ACTION] by [DEADLINE]. Produce a dated letter that describes conditions, access availability, and the requested confirmation in writing. Do not state legal rights or statutory deadlines unless I provide them. Flag facts that should be documented with photos, inspection reports, or local tenant advice.
Regulator summary
Use when preparing a concise submission for a consumer-protection agency.
Turn my complaint record into a neutral agency submission about [BUSINESS] and [ISSUE]. My records are [TIMELINE AND EVIDENCE], and the remedy I sought was [REQUESTED REMEDY]. Produce 300 words with transaction details, chronological events, the business's response, and the resolution requested from the agency. Do not call conduct illegal or claim a pattern beyond my evidence. Check that each statement is traceable to my record and list missing documents.
Tips
- Ask for one remedy at a time; a refund, repair, and compensation demand without a priority gives the recipient room to address only the easiest part.
- Use dates in day-month-year or month-day-year form consistently, and attach records in the same order as the timeline.
- Keep emotional impact concrete, such as paid replacement costs or days without service, rather than using broad labels such as "unacceptable."
- If a contract, warranty, or policy matters, quote only the exact clause you can provide and keep a copy of the full document.
FAQ
Should I mention legal action in a complaint letter?
Usually, state that you will consider available escalation options if the issue remains unresolved. Do not make legal claims or threats you do not understand or intend to pursue.
How long should a complaint letter be?
Most are strongest at 350–500 words, with a short timeline and one clear remedy. Send supporting records as attachments rather than retelling every interaction.
Can AI write the letter from a phone call?
Yes, if you turn the call into dated notes first. Include who you spoke with, what they said, and any reference number.