AI agent pack for customer service
Complaint Handler
Calm, safe replies to angry customers: complaint replies, review responses, final letters, apologies and escalation notes.
See it in action
An example. The situation is made up to show how the pack works.
The situation
You sell printed wedding stationery in the UK. A customer emails, upset: all 60 invitations arrived with the venue name misspelled, and the wedding is eight weeks away. The proof she approved was correct.
It asks you, for example
- What you sell, to whom, and in which country
- Whether you are in a regulated sector
- Your refund, return and delivery policies
- What you can offer, and up to what amount
LEVEL: 1. First contact about a printing mistake, within your policy and limit.
REPLY:
Subject: Your wedding invitations
Hello,
I am sorry your invitations arrived with the venue name spelled wrong. With the wedding eight weeks away, I can see why that is worrying.
I have checked your order. The proof you approved on 14 October shows the venue spelled correctly, so the mistake happened at our print stage.
To put this right, we will reprint all 60 invitations at no cost to you. I have also refunded your £6.50 postage to the card you paid with.
The reprint will be posted to you within 5 working days. You can reply to this email to reach me directly.
[Your name]
If she writes again, it drafts the second-contact reply, and anything over your limit gets an escalation note.
An AI complaints assistant in 7 skills, one per job, for the AI you already use. It writes calm, safe replies to angry customers.
Paste the complaint and get a reply that says sorry, sets out the facts, and says what happens next and by when. It also writes final responses, apology letters and escalation notes, and summarises your complaint log.
What you are buying
- 7 skills, one per job, each one checking its own work before you see it
- One fixed shape for every reply: acknowledge, facts, what happens next, when.
- Safe apology wording: it says sorry without admitting legal liability for you.
- When a skill needs your details, it asks a few short questions about your business, your policies and what you can offer, then gives you a Complaint Card. Paste it into a new chat and it asks only for what is new.
- An app, a login or a subscription. You pay once.
- Legal advice. For legal threats, injuries or safety issues it tells you to get proper advice before replying in full.
- A replacement for your regulator's rules. Regulated firms are told to check their own deadlines and wording.
- A way to buy good reviews. It never ties an offer to a review being changed or removed.
Your AI today, and with this
Dear Valued Customer, We sincerely apologise for any inconvenience caused. We take all complaints very seriously. Unfortunately it appears the courier was at fault, and we accept full responsibility. Rest assured we will compensate you for any losses and this will never happen again! Kind regards, Customer Service Team
No name, tired phrases, blames the courier with no evidence and accepts liability for losses nobody has named.
LEVEL: 1. Damaged on delivery, covered by your policy. Subject: Your oak dining table Hi Mrs Patel, I am sorry your new table arrived with a deep scratch across the top, and that it was left in the hall. That is not how a £1,200 table should reach you. I have checked your order. We will replace the table at no cost to you. Could you reply with a photo of the scratch? Once I have it, I will book the replacement and confirm a delivery date within 5 working days. You can reply to this email to reach me directly. Nia Rowe
Says sorry without accepting liability, uses only facts it has, makes an offer from your own card and gives a timeline. An invented example from the pack.
The skills inside
7 skills, one per job. A skill is a short instruction file you add to your AI once. It switches on only when you ask for its job, asks a few questions, and checks its work before you see it.
The Different line says what each skill does that a plain AI chat does not.
| Complaint Reply | Writes the reply to a complaint by email, chat or public review, rated level 1 to 3, with its word count.Different: Rates how serious it is (level 1 to 3) and why, writes four parts (acknowledge, facts, next, when) to a set length, and never uses 13 phrases that admit fault. |
| Complaint Reply Check | Checks a complaint reply you wrote and returns the fixed reply, with its word count and what changed.Different: Returns the fixed reply first, then at most five lines on what changed, and keeps wording that admits fault, threats and offers tied to reviews out for good. |
| Holding Reply and Updates | Writes the holding reply sent within 1 working day, and the updates until the full answer.Different: Every holding reply names what is being checked and gives a when; updates follow a fixed three-part shape in 40 to 100 words, at least every 5 working days. |
| Level 3 and Escalation | Writes the safe acknowledgement, escalation note and advice line for injury, legal or safety complaints.Different: Spots 6 signs of an injury, legal or safety case, writes a 40 to 100 word reply with no cause or offer and a 10-heading note, and tells you to get advice first. |
| Final Response Letter | Writes the formal final response letter: six paragraphs, one decision, the put-right and who reviews it.Different: Writes six fixed paragraphs with one decision (upheld, partly upheld, not upheld) in 150 to 400 words, and pastes regulator wording as given, never from memory. |
| Apology Letter | Writes a written apology letter in five parts, built on the customer's own words and a real change.Different: Writes five parts in 100 to 250 words, names only the changes you confirm are real, and refuses "this will never happen again" and 13 phrases that admit fault. |
| Complaint Log Summary | Turns a pasted complaints list into a summary: most serious first, overdue, categories, themes and fixes.Different: Counts working days from the day after arrival, marks overdue at more than 5, a theme at 3 or more, a repeat at 2, and checks category shares against the total. |
How you use it
- Upload each skill once from the 1 - Skills folder to Claude, ChatGPT, Gemini, Grok or Microsoft 365 Copilot. Each one switches on by itself when its job comes up.
- No skills on your plan, or another AI? Attach the all-in-one file to a chat, or add the skill files to a project or custom GPT.
- Ask for the work in plain words. The skill asks a few short questions first, then does the job.
See the set-up steps for each AI before you buy.
What arrives
A zip file, straight after you pay. Inside:
- A start-here PDF with the clicks for each AI.
- 7 skills, one per job, ready to upload to Claude, ChatGPT, Gemini, Grok or Microsoft 365 Copilot.
- The same skills as text files for ChatGPT, Gemini, Grok, Copilot or any other AI, and one all-in-one file.
Good to know
- It never writes words like "our fault" or "we accept liability". If you want to accept fault, that is a decision to take with a solicitor or your insurer.
- Offers come only from your Complaint Card. Anything over your limit goes to the person you name for escalations, with a note written for them.
- In a regulated sector? It asks for the ombudsman wording you must use instead of writing it from memory, and tells you to check your regulator's deadlines.
- For everyday customer questions answered from your own FAQ and policies, see Customer Support Desk.
- 14 days to get your money back if it does not do what this page says.
What is in the download
17 files in one zip, ready straight after you pay.
| 00_START_HERE.pdf | The two ways to set it up, the clicks for each AI, and what each skill does. |
|---|---|
| 1 - Skills | 7 skill files (.zip), one per job. Upload each once in Claude, ChatGPT, Gemini, Grok or Microsoft 365 Copilot.Complaint Reply, Complaint Reply Check, Holding Reply and Updates, Level 3 and Escalation, Final Response Letter, Apology Letter, Complaint Log Summary |
| 2 - Text files for any AI | The same 7 skills as text files, the instructions to paste in a project or custom GPT, and all skills in one file of about 20,000 words to attach to any chat. |
Questions
Which AI does it work with?
Claude, ChatGPT, Gemini, Grok and Microsoft 365 Copilot all take the skills as uploads. Where your plan has no skills, or on any other AI, use the same skills as text files, in a chat or a project.
How do I set it up?
Upload each skill once in Claude, ChatGPT, Gemini, Grok or Microsoft 365 Copilot. It then switches on by itself when its job comes up. Otherwise, attach the all-in-one file to a chat, or add the skill files to a project or custom GPT. The start-here PDF has the clicks.
Why separate skills instead of one big agent?
Each skill does one job and holds only the rules, numbers and checks for that job, so it stays focused and the AI does not mix jobs up. You can upload just the ones you need.
Can my team use it?
Yes, inside one company. Each person sets it up in their own AI. You cannot resell or publish the files.
Does it send anything for me?
No. It drafts, you read and send. It never contacts anyone.
Is it a subscription?
No. You pay once and the files are yours to keep and change.
What if it does not work for me?
You have 14 days to get your money back if it does not do what this page says. Tell us what you asked it and what it returned.
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