As of 13 August 2026, AI can only partly create a monthly complaints report.

What to actually do

1. Hand it to a person

   The route this page recommends

   A person who owns the outcome does this end to end, worth it when the failure is dear.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 1 hour until you can act on the result.

   How to actually do it

   1. Open your complaints or customer-service system and export all complaint records for the reporting period, including dates, category, channel, severity, status, response time, resolution time and a record reference where those fields exist.
   2. Remove names, contact details and unnecessary message content, then check that the export covers the whole period and that dates, categories and statuses use consistent formats.
   3. Write down your business definitions for a complaint, each category, each severity level, the response or resolution targets and the comparison period you want.
   4. Paste the definitions and the redacted export into the prompt, then ask the chatbot to produce the report without inventing missing values.
   5. Compare the report's total, category counts, percentages and date range against the original export, and investigate every mismatch in the source system.
   6. Open the underlying complaint records for the themes, escalations and unresolved cases cited in the report, checking that the anonymised examples and classifications are fair.
   7. Send the checked report to a colleague or manager for approval, with the data-quality limitations and any recommendations kept separate from confirmed findings.

   Prompt

   Create a monthly complaints report for [BUSINESS NAME] covering [MONTH AND YEAR].
   
   Use only the complaints data and business definitions supplied below. Do not invent figures, causes, customer details, outcomes or trends. If a field is missing, say that it is missing. Keep personal data to the minimum needed and do not reproduce names, addresses, telephone numbers or full free-text messages.
   
   Business definitions:
   - Reporting period: [START DATE] to [END DATE]
   - What counts as a complaint: [DEFINITION]
   - Complaint categories: [CATEGORY LIST]
   - Severity levels: [SEVERITY DEFINITIONS]
   - Target response or resolution times: [TARGETS, IF USED]
   - Comparisons required: [PREVIOUS MONTH, SAME MONTH LAST YEAR, OR NONE]
   - Intended reader: [OWNER, MANAGER, BOARD OR TEAM]
   
   Source data:
   [PASTE A REDACTED CSV OR TABLE HERE]
   
   Produce the report in this order:
   1. A short executive summary that separates confirmed findings from possible explanations.
   2. The total number of complaints in the reporting period, with the calculation shown.
   3. A table by category showing count and percentage of the total. Check that the counts add to the total and state how you handled uncategorised records.
   4. A table by severity showing count and percentage, if severity is present.
   5. A table of complaint channels, products or services, and locations only where those fields are present and usable.
   6. Response and resolution performance against the supplied targets, without estimating missing times.
   7. The main recurring themes, with the number of supporting records for each theme and two short anonymised examples where available.
   8. Any month-on-month changes, clearly labelled as comparisons rather than causes.
   9. Escalations, unresolved complaints and urgent risks found in the data, quoting record references rather than personal data.
   10. Three practical actions, each linked to the evidence and labelled as a recommendation rather than a proven conclusion.
   11. A data-quality section listing duplicates, missing fields, inconsistent categories, records outside the reporting period and any other limitation.
   
   Before finalising, recalculate every total and percentage from the supplied records, flag any ambiguity instead of resolving it silently, and finish with a short list of checks a manager must complete against the original complaints system.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.