How to use AI to write a refund or complaint email
Give a free AI app the facts of what went wrong and what you want, such as a refund or a replacement. Our prompt asks it for a short, polite email with a clear request and a reply date. You get a draft in about five minutes. Then you check every date and number against your receipt before you send it.
What you need
| App | ChatGPT or Gemini. We checked both on their help pages; any AI app can take a pasted prompt |
|---|---|
| Cost | Free. ChatGPT's help page says it is free to use; Gemini needs you to be signed in for some features |
| Time | About 5 minutes |
| You need | The order number, the dates, what went wrong and what you want. A photo of the problem is optional |
Step by step
Step 1: Write down the facts first
Note what you bought, the order number, the dates (bought, arrived, when it broke), what went wrong and what you want: a refund, a replacement or a repair. Leave out card numbers, passwords and anything private.
Tip: Gemini's help page says to double-check its responses, so keep your receipt or order page open to compare.
Step 2: Open ChatGPT or Gemini
In Gemini, go to gemini.google.com, type in the text box at the bottom and click Submit. In ChatGPT, go to chatgpt.com and type in the message box. In Gemini, to start a fresh chat, click New chat at the top left. If the option is not there, click Menu first.
Step 3: Paste your facts and this prompt
Change the words in [brackets] and send it. Asking for a reply date and for no threats keeps the email polite and clear.
Prompt to copyWrite a short, polite email to [the store's customer service] asking for [a full refund]. Facts: I bought [a Brightcook 600 blender] on [2 October 2026], order number [48213], for [$49.99]. It arrived on [6 October]. On [8 October] the motor stopped working after two uses. I would like [a full refund] and I can [send photos and the receipt]. Keep it under 150 words. Put the request in the first two lines, list the facts in order, ask them to reply by [18 October 2026], and do not make threats or add any fact I did not give you.
Image: Google Step 4: Check every fact, then make it yours
Read the draft against your receipt. Fix any date, price or name it got wrong. If it is too long or too soft, ask for a change. To add a photo of the problem, in ChatGPT select + and then Add photos & files; in Gemini click Add files. Crop out card numbers and addresses first.
Prompt to copyMake it shorter and firmer, but still polite. Keep the same facts and the reply date.
Image: Google Step 5: Send it and keep a copy
Paste the email into your email app or the store's contact form. Attach the photos or receipt if you said you would. Keep a copy and note the date you sent it, so you can follow up if nobody replies by your date.
What you get
Example answer from Claude on 11 Oct 2026, for a made-up blender order. Shortened. Yours will be worded differently.
Common mistakes
- Sending it without checking. AI can make mistakes, so compare every date, price and name with your receipt.
- Letting it add facts. Our prompt says not to, but read for anything you did not say.
- Angry or threatening wording. A calm email with a clear request and a reply date is easier for a store to act on.
- Sharing private details. Leave card numbers, passwords and addresses out of the prompt and out of photos.
Questions people ask
Does this work in ChatGPT, Gemini and Claude?
Yes, because you only paste a prompt. We checked the steps on the help pages of ChatGPT and Gemini. Claude works with the same prompt, but we did not check its menus.
Do I need a paid plan?
No. ChatGPT's help page says it is free to use, with paid plans available. Gemini's help page says some features work without signing in and others need a Google Account.
Can I add a photo of the damaged product?
ChatGPT's help page says to tap the + icon in the prompt area and select Add photos & files. In Gemini, click Add files. Photos help the AI describe the problem, but check what it wrote.
Will the store give me a refund?
We cannot promise that. A clear email with the facts and a reply date helps, but a refund depends on the store's policy and your local rules. This guide is not legal advice.
Checked against
- OfficialGemini Apps Help: Use Gemini Apps (start a conversation)
- OfficialOpenAI Help Center: What is ChatGPT?
- OfficialOpenAI Help Center: ChatGPT Image Inputs FAQ
AI apps change their buttons often. If a step no longer matches what you see, email hello@openloopnews.com and we will update this guide.
