Audit intermediate Works with: Any AI

Customer Complaint Handling Process Audit

Decision tree Has example

Check that complaints are captured, resolved, and learned from.

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

Audit how my business handles customer complaints by walking through a decision tree. Answer each node using my description of the process, and tell me which branch I am on. If I have not told you, ask me.

Process description: [COMPLAINT_PROCESS_DESCRIPTION]. Example complaints from the last month: [SAMPLE_COMPLAINTS].

NODE 1: Is every complaint captured in one place, whatever channel it arrives on? If no, list the channels where complaints disappear and the fix.
NODE 2: Is there an acknowledgement within a stated time? If no, propose a standard and wording.
NODE 3: Is an owner assigned to each complaint? If no, propose a rule.
NODE 4: Is the cause recorded, not only the outcome? If no, propose categories.
NODE 5: Does the customer get a clear final answer and a way to escalate? If no, draft the wording.
NODE 6: Do complaints lead to changes? If no, propose a monthly review with a template.

Finish with a scorecard (captured, acknowledged, owned, diagnosed, resolved, learned) rated 1 to 5 with evidence, the cost of the current gaps in plain terms, and a 30-day improvement plan. Quote my sample complaints when giving examples.

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

Path through the tree: Node 1 FAIL (complaints arrive by email, chat, and social, only email is logged). Node 2 PARTIAL (auto-reply exists but gives no time frame). Node 3 FAIL (no owner assigned). Node 4 FAIL (outcome recorded, cause not). Node 5 PARTIAL. Node 6 FAIL (no review).
Scorecard (1-5): captured 2, acknowledged 3, owned 1, diagnosed 1, resolved 3, learned 1.
Example from your sample: the delayed-order complaint of 3 June was answered twice by two people.
Fix this month: one shared inbox for all channels; wording "We will reply within 24 hours with a named contact"; cause categories (late delivery, damage, billing, service); a 30-minute monthly review of the top three causes.

• complaints
• quality