Zendesk Complaint Handling Procedure and Reply Templates
Handle complaints consistently and calmly.
The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.
Write a complaint handling procedure for Zendesk. Types of complaint: [COMPLAINT_TYPES]. Escalation contacts: [ESCALATION]. Service promises and remedies we offer: [REMEDIES]. Regulatory duties as I understand them: [REGULATORY_NOTES]. Define what counts as a complaint and how to tag it. Numbered steps with times as examples to align with our commitments and any regulatory requirement (acknowledge within one working day; investigate and decide within ten; give a clear outcome) [VERIFY mandatory rules in some sectors], and who may offer remedies. Write four templates in full, each under 120 words: acknowledgement, a decision upholding the complaint, a decision explaining why we cannot, and an escalation notice. Apologise for the experience when appropriate, state facts, and never blame the customer. Complaint log fields: date, customer reference, category, severity, owner, decision, remedy, date closed. Monthly analysis: complaints per 1,000 tickets, share upheld, time to resolve, top causes with counts. Rule for escalating to a manager or legal and for handling abusive messages calmly.
Fill in before use
Optional: type your details and the prompt above updates. Nothing is saved or sent.
Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.