Create intermediate Works with: Any AI

Customer Complaints Policy

Table output Has example

Define how complaints are received, handled and escalated.

The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.

[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.

Draft a complaints policy for [BUSINESS_NAME]. Channels customers use: [CHANNELS]. Typical complaints: [COMPLAINT_TYPES]. Team handling them: [TEAM]. Response times we can meet: [RESPONSE_TIMES].

Sections: what counts as a complaint; how to make one; acknowledgement and resolution timelines; investigation steps; remedies available; escalation to a manager and external routes; recording; learning from complaints. Use plain language the customer can understand, plus an internal procedure table.

Include a short acknowledgement letter under 100 words and a resolution letter under 150 words. Complaint-handling duties may be set by regulators for some sectors and must be checked [VERIFY] for [JURISDICTION].

Add a worked example: a complaint received on 3 June, acknowledged on 4 June, investigated for 7 days, resolved on 12 June, with the dates compared against the policy's timelines and the days counted. Provide a table of remedies and who may authorise each, an escalation path and a monthly summary template showing the number of complaints by type and the time to resolve. Add training points for staff who take complaints, such as listening before explaining, and a short script for calls. Remind the reader that the policy must be easy to find on the website.

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Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.

Invented timeline. Complaint received 3 June (day 0). Acknowledged 4 June, within the 2-working-day promise. Investigation 4 to 11 June. Resolution letter sent 12 June.
Days from receipt to resolution = 9 calendar days, against a 10-day target.
Remedy: partial refund of 25 from the 60 order, approved by team lead (limit 50).
Monthly summary example: 12 complaints, 7 delivery, 3 billing, 2 service; average resolution 8 days; 1 escalated.
Learning: add delivery tracking messages.
Escalation example: the one escalated complaint passed to the operations manager on day 6 after the customer rejected the first offer.

• policy