Any
💼 Business
Basic
Write a Customer Complaint Policy
Create a clear, fair complaints handling policy and procedure for any business.
The Prompt
Write a customer complaints policy and procedure for the following business: Business name: [name] Business type: [product / service / SaaS / retail / professional services / other] Customer-facing channels: [email / phone / live chat / social media / in person] Team size handling complaints: [solo / small team / dedicated support team] Regulatory requirements (if any): [financial services / healthcare / consumer law jurisdiction — describe] Current complaint volume (rough): [low — few per month / medium / high] Biggest complaint handling failure currently: [what tends to go wrong] Provide: POLICY STATEMENT (public-facing): - Our commitment to customers - What counts as a formal complaint - How to submit a complaint - Response time commitments - Escalation rights INTERNAL PROCEDURE: 1. Complaint receipt and acknowledgement (within X hours) 2. Complaint classification (Level 1 / 2 / 3 by severity) 3. Investigation process 4. Resolution options available (refund / replacement / apology / compensation) 5. Internal escalation path 6. Resolution communication to customer 7. Closing a complaint 8. What to do if the customer remains dissatisfied TEMPLATES: - Acknowledgement email template - Resolution email template (upheld) - Resolution email template (not upheld) - Final response letter template REPORTING: - What to track and why - Monthly complaint review process Write the policy in clear, empathetic language. The goal is resolution, not defence.
📝 Fill in the blanks
Replace these placeholders with your own content:
[name]
[product / service / SaaS / retail / professional services / other]
[email / phone / live chat / social media / in person]
[solo / small team / dedicated support team]
[financial services / healthcare / consumer law jurisdiction — describe]
[low — few per month / medium / high]
[what tends to go wrong]
How to use this prompt
1
Copy the prompt
Click "Copy Prompt" above to copy the full prompt text to your clipboard.
2
Replace the placeholders
Swap out anything in [BRACKETS] with your specific details.
3
Paste into Any
Open your preferred AI assistant and paste the prompt to get started.