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💬 Communication

Write a Complaint Email That Gets Results

Need to complain about something but not sure how to word it without sounding rude — or too soft? You'll get a clear, firm but polite complaint email ready to send, with all the important details laid out so the company takes you seriously.

ChatGPT Claude Gemini
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✨ The Prompt — Copy This
I need to write a complaint email to [company or organisation name]. Here's what happened: [describe the issue in your own words — what went wrong, when it happened, and how it affected you].

I've already tried: [any steps you've taken so far, e.g. called customer service, visited the store, filled in an online form — or say "nothing yet" if this is your first contact].

What I'd like them to do: [what outcome you want — e.g. a refund, a replacement, an apology, the problem fixed].

Please write a complaint email that:
- Opens with a clear, one-sentence summary of the issue
- Includes the key facts (dates, order numbers, names if I have them) in a logical order
- Uses a firm but polite tone — not aggressive, but not a pushover either
- References my consumer rights if relevant (I'm based in the UK)
- Clearly states what I want to happen and by when
- Ends professionally with a next step (e.g. "If I don't hear back within 14 days, I'll escalate this to…")

Keep it under 300 words. Use plain English — no legal jargon.
Top Tip Include any reference numbers, dates, or names you have — the more specific details you give, the harder your complaint is to ignore.
By The Prompt Toolbox Team