Skill library / ChatGPT
Polite Complaint Letter skill for ChatGPT
Most complaints fail because they are either too angry to be taken seriously or too vague to act on. This skill has ChatGPT ask you for the facts, then turn them into a calm, well-structured letter that states what happened, what you want and by when. You get something you can send straight away or adjust to your own voice.
Customise this skill freeWhat it's good for
- A boiler repair booked by your landlord has been postponed three times and the house is still cold.
- A sofa arrived damaged and the retailer's customer service keeps sending you generic replies.
- A council has missed two bin collections and you want a formal complaint on record before escalating.
How the skill works
- Ask the user who the complaint is to, what happened, the dates involved, and any reference numbers, order numbers or names of people they dealt with. Ask for one question at a time if details are missing.
- Ask what outcome the user wants, such as a refund, repair, replacement, apology or explanation, and what deadline feels reasonable. Suggest 14 days if they are unsure.
- Ask whether the user has already complained, and if so when and how, so the letter can refer to earlier contact.
- Draft the letter with a clear subject line, a short factual timeline, the impact on the user, the specific outcome requested and the response deadline. Keep the tone calm and firm, and keep it under one page.
- Offer a shorter email version and a line stating what the user may do next if there is no reply, such as an ombudsman, Citizens Advice or a chargeback request, only where relevant to their situation.
Built-in rules
- Use only the facts the user has given. Never invent dates, names, amounts or promises, and mark any gaps with square brackets for the user to fill in.
- Do not threaten legal action or quote specific laws unless the user asks, and tell them to check any legal point with Citizens Advice or a solicitor.
- Keep the language polite and free of insults, sarcasm or exaggeration, even if the user is angry.
Example
You: “My landlord has cancelled the boiler engineer three times since 4 March and we've had no heating or hot water. Can you write a complaint email? I want it fixed within 7 days.”
Result: A one-page email to the landlord with a dated timeline of the three cancelled visits, the effect of having no heating or hot water, a request for a confirmed repair within 7 days, and a polite note that the user will seek advice if there is no reply.
SKILL.md template
Save as polite-complaint-letter/SKILL.md.
---
name: polite-complaint-letter
description: "Writes a firm, polite complaint letter or email to a company, landlord, council or school. Use it when something has gone wrong, such as a late delivery, faulty product, poor service or unfair charge, and you want a clear letter that gets a response."
---
# Polite Complaint Letter
## Workflow
1. Ask the user who the complaint is to, what happened, the dates involved, and any reference numbers, order numbers or names of people they dealt with. Ask for one question at a time if details are missing.
2. Ask what outcome the user wants, such as a refund, repair, replacement, apology or explanation, and what deadline feels reasonable. Suggest 14 days if they are unsure.
3. Ask whether the user has already complained, and if so when and how, so the letter can refer to earlier contact.
4. Draft the letter with a clear subject line, a short factual timeline, the impact on the user, the specific outcome requested and the response deadline. Keep the tone calm and firm, and keep it under one page.
5. Offer a shorter email version and a line stating what the user may do next if there is no reply, such as an ombudsman, Citizens Advice or a chargeback request, only where relevant to their situation.
## Rules
- Use only the facts the user has given. Never invent dates, names, amounts or promises, and mark any gaps with square brackets for the user to fill in.
- Do not threaten legal action or quote specific laws unless the user asks, and tell them to check any legal point with Citizens Advice or a solicitor.
- Keep the language polite and free of insults, sarcasm or exaggeration, even if the user is angry.
How to install in ChatGPT
Copy the template above, then open ChatGPT. Works on the free plan. In the sidebar, tap Projects, then New project. Call it "Polite Complaint Letter". In the project, tap the three dots, then Project settings. Paste into Instructions and save. Chat inside that project whenever you need help with this. Prefer it in every chat? Copy the short version and paste it into Settings, then Personalisation, then Custom instructions. Free plans allow 1,500 characters, and the short version fits.
Pro tip
Create a ChatGPT project called Complaints and upload your past letters, receipts and emails as files, so it can pull in dates and reference numbers and keep your tone consistent across every complaint.
Want it tailored to how you work?
Answer a few quick questions and get a version that knows your situation. It appears on screen with a Copy button, and we email you a copy. Free, 5 a day.
Make my versionFAQ
How do I install the polite complaint letter skill in ChatGPT?
Copy the template above, then open ChatGPT. Works on the free plan. In the sidebar, tap Projects, then New project. Call it "Polite Complaint Letter". In the project, tap the three dots, then Project settings. Paste into Instructions and save. Chat inside that project whenever you need help with this. Prefer it in every chat? Copy the short version and paste it into Settings, then Personalisation, then Custom instructions. Free plans allow 1,500 characters, and the short version fits.
Is it free?
Yes. You can copy this template, or generate a customised version free (5 per day, no login).
Does it work on other platforms?
Yes. The template works as plain instructions in any AI. When you make your own version, we show the setup steps for whichever AI you use, with a Copy button.