Your template is a two-part document. Section 1 is a research prompt you run with an AI. Section 2 is the letter you send to the organisation. This page explains how to do both — and what to do if something goes wrong.
Before you paste anything into an AI, gather these items. Having them at hand means the AI can give you a more useful and accurate research result.
The decision itself — any letter, notice, email, or message the organisation sent you.
The date — when the decision was made or communicated to you.
The outcome — what exactly was denied, issued, suspended, or refused.
The organisation's full name — as it appears on the correspondence you received.
The country — where the decision was made (not necessarily where you live).
Open your downloaded template. At the top of Section 1, you will see three fields marked [FILL IN]:
Everything else in Section 1 is ready to use as-is. Do not edit the questions or instructions — they are written to get the best research result from the AI.
Copy the entire text of Section 1 and paste it into one of these AI systems:
The AI will return: contacts at the organisation, external escalation bodies, the applicable legal framework, who to address your letter to, and a practical strategy recommendation.
The research prompt specifically instructs the AI to cite its sources for every item. If the AI does not cite a source, ask it to. If it cannot find a specific contact, ombudsman, or legal deadline, it should say so clearly. Do not accept a result where important fields are guessed or left vague.
AI systems can sometimes produce incorrect or outdated information — particularly for contact details, addresses, and regulatory bodies. Before using any contact detail from the AI's research, do a quick web search to verify it is current. A 30-second check on the organisation's website or the regulator's site is enough.
With the AI's research in front of you, open Section 2 of your downloaded template. Fill in every field marked [FILL IN] or enclosed in square brackets:
By post: Print, sign, and post. Keep a copy of the signed letter and note the date you sent it. Postal delivery is often the most formal and legally recognised method.
By email or portal: If the AI identified an email address or online complaint portal, you can send the letter as a PDF attachment. Save a copy of the sent email and any acknowledgement you receive.
Both: For important cases, sending by both post and email is reasonable — it maximises the chance of receipt and creates a clear record.
Keep every document related to this matter in one place: the original decision notice, your letter, the AI research, any response you receive, and any further correspondence. If you need to escalate later, having a clear record makes everything easier.
If the organisation does not respond within the deadline you set, or their response does not address your questions, you have options. The AI's research will have identified the relevant external escalation body for your situation — this is typically an ombudsman, a regulator, or an administrative tribunal.
Before escalating, check the AI's research for time limits. Many external bodies have strict deadlines — some as short as 6 weeks from the original decision, or 3 months from the organisation's final response. Missing these windows can close off your options.
Complete the assessment to receive your personalised template with the correct research prompt for your situation.
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