Formal complaint letter to a company
A firm, factual complaint letter with a timeline, clear request and deadline for a reply. Paste this prompt into ChatGPT, Gemini, Grok or Claude, change the parts in brackets to suit you, and generate.
- Written for
- ChatGPT, Gemini, Grok, Claude
- Status
- Tested 9 Oct 2026 in Grok, 9 Oct 2026 (one run; model id not exposed)
- Test settings
- The page's exact default prompt was run once in Grok on 9 Oct 2026. The default details already written on the page were the input. They are illustrative, not a record of a real event. ChatGPT and Gemini were not used. The first result was kept.
- Variability
- A different set of details, or another run, will change the wording. This is the first result for the defaults on this page.
Prompt
Write a formal complaint letter to an online electronics seller about this problem. What happened (with dates, order or reference numbers): ordered headphones on 2 Sept (order #A1234), received a damaged box on 5 Sept, return picked up on 8 Sept, refund of ₹3,499 still not received What I have already tried: two chat complaints on 12 and 18 Sept with no resolution What I want: full refund to my original payment method Format: - Subject line with the reference number. - Opening: who I am and the reference. - A dated timeline in 3–6 short bullets. - The impact on me in 1–2 sentences. - A clear request and a reasonable reply deadline (for example, 7 working days). - A polite, firm close with placeholders for my name and contact details. Length: 200–300 words. Rules: Use only facts I gave; do not invent dates, amounts, laws or section numbers. Stay calm and factual; no threats or insults. You may mention in one line that I can escalate to the company's grievance officer or the relevant consumer or ombudsman channel if unresolved, as general information, not legal advice. Offer a shorter version for email or chat support next.
Customise
For example: an online electronics seller.
For example: your own issue.
For example: two chat complaints on 12 and 18 Sept with no resolution.
For example: full refund to my original payment method.
Fields start with illustrative values; replace them with your own facts. The prompt updates as you type. Copy prompt copies your version.
Example output
Actual tested output. The notes used for this result are an example, not a real event. This box is not copied. Replace the notes above with your own before you paste the prompt.
Subject: Refund of ₹3,499 still unpaid for order #A1234 Dear Customer Support, I am the customer who placed an order for headphones under order #A1234. I am writing because the refund has not arrived. Please take the dates below as the full account I have: - 2 Sept: I ordered the headphones (order #A1234). - 5 Sept: I received a damaged box. - 8 Sept: The return was picked up. - 12 Sept: I made a chat complaint. It was not resolved. - 18 Sept: I made a second chat complaint. It was not resolved. The refund of ₹3,499 has still not been received. I returned the order after the damaged box arrived, and I am still out of pocket for that amount. I have already tried to sort this in two chats, on 12 Sept and 18 Sept, with no resolution. Please refund the full ₹3,499 to my original payment method. Please reply within 7 working days to confirm that this refund has been sent to that same method. I am not asking for a replacement. The only request is the refund of ₹3,499. If it remains unresolved, I can escalate to the company's grievance officer or the relevant consumer or ombudsman channel. That is general information, not legal advice. Yours faithfully, [Name] [Phone number] [Email] Order #A1234 I can give you a shorter version for email or chat support next.
How to use it
- Open ChatGPT, Gemini, Grok or Claude.
- Paste the prompt and replace the [BRACKETS] with your details.
- Review names, facts and the requested format; follow up with corrections or missing details.
How to use this prompt
- Fill Customise with your real details. Do not let the tool guess a missing fact. Write the missing information clearly if you need to.
- Press Copy prompt and paste it into the AI app named above. This page copies the prompt. The answer is created in the external app.
- Check names, facts, numbers, language and the format you asked for. If something is wrong or incomplete, ask for a correction.
Good to know
- Rules and escalation channels differ by country and company; check the company's own grievance process before escalating. Run once in Grok on 9 Oct 2026 using the illustrative defaults on this page. Check the draft against your own facts before you use it.
- Check facts before you rely on the answer.
