Updated: 23 October 2026

Formal complaint letter that gets action

This prompt writes a formal complaint to a company or department. You give the facts and dates, the order or reference number, your evidence and the outcome you want.

text-formal-complaint-letter — chatgpt — 62 words

Write a formal complaint letter.

To: [COMPANY / DEPARTMENT]
What happened: [FACTS AND DATES]
Order or reference number: [NUMBER]
Evidence: [RECEIPTS, PHOTOS]
What I want: [REFUND / REPLACEMENT / APOLOGY]
Deadline: [DAYS]

Firm, polite and factual. State the problem, what I have already tried, the resolution I expect and what I will do next if it is not resolved. Under 250 words.

Edit in the builder Copy & open ChatGPT ↗Copy & open Gemini ↗Copy & open Claude ↗

Keep copies of every message. They matter if you have to escalate.

Get a better result

What you will get

A firm, polite letter under 250 words that states the problem and facts, what you already tried, the resolution you expect, your deadline and what you will do next if it is not resolved.

Common mistake

The letter sounds angry and loses the facts.

Fix: Keep to dates, amounts and reference numbers. Remove any sentence about how the staff behaved unless it is a fact you can show.

Also watch for

You ask for several different things. Choose one clear outcome in the blank, such as a full refund, and mention it once. A single request is easier to approve.
You send it without proof. Follow the tip: attach receipts and photos and keep a copy of every message. Name the attachments in the letter.

Try a variation: email version

Ask for “an email version with a clear subject line that includes the order number, and a three-line summary at the top”.

Still not right? Reply with this

Make the letter shorter and calmer. Keep the facts and the deadline, and name the consumer forum I would contact next without threatening them.