Use Artificial Intelligence to Draft Your Complaint
You do not have to write a legal letter or email to submit a complaint. Would you still like to use an AI assistant to write your text? Then use AI sensibly. Below you will find a few tips and a sample prompt that you can use.
Even without AI, you can file a good complaint
To fully understand your complaint, we would like to know, above all:- what happened
- when it happened
- which authority or institution is involved
- what you have already done yourself to solve the problem
- whether you have already contacted the authority's complaints service and what answer you received
- what solution you hope to achieve by contacting us
You may use AI to write your complaint. However, we do not treat your complaint any differently because you used AI.
How to use AI responsibly
Step 1: First write down your account yourself
Describe in your own words what happened, in connection with which service, when it happened and why you are dissatisfied. Do not worry about spelling or wording yet.Step 2: Ask the AI to structure your text
Let the AI phrase your concern more clearly and more briefly. State explicitly that no facts, laws or arguments are to be added. Use the sample prompt further down this page.Step 3: Check the result
Check that all facts are correct, nothing important is missing and the AI has not added any information.Step 4: Only submit a text you understand
Read the whole text through once more. Only send us a version that reflects your story correctly and that you understand yourself.Caution: AI can make mistakes
Check that all facts are correct before you submit the complaint. An AI assistant can be helpful, but it does not know your personal situation. The AI may:- invent information or misrepresent facts
- refer to rules that are outdated or do not apply in the German-speaking Community
- make your complaint longer or more complicated than necessary
You remain responsible for the content of your complaint.
Protect your privacy
Think carefully about what information you enter into an AI assistant. Preferably do not enter the following:- national register number
- passwords or login credentials
- bank details
- medical data
- confidential documents
- personal data of other people
When writing, replace personal data with placeholders such as [my name], [the employee] or [the authority]. Only add the correct data yourself later, in your complaint.
What if the AI says something different from the Ombudsman Service of the German-speaking Community?
We examine your complaint independently, on the basis of the rules in force, case law and the concrete facts of your case.Does an AI assistant reach a different result than we do? Then check which sources the AI used. AI sometimes refers to foreign rules, outdated information or legislation that applies to a different ombudsman service.How to use AI for your complaint
An AI assistant works best with a clear instruction, also called a "prompt. With a good prompt, AI can help you organise, summarise and clearly word your concern. That is why the Ombudsman Service of the German-speaking Community has created a sample prompt. Here is how to use it:- Copy the sample prompt below.
- Paste the text into an AI assistant, for example ChatGPT, Microsoft Copilot, Google Gemini or Claude.
- Replace [INSERT YOUR OWN CONCERN HERE] with your own concern.
Sample prompt
I would like to submit a complaint to the Ombudsman Service of the German-speaking Community about an authority or institution in the German-speaking Community. Please help me write this complaint.Please follow these rules:- Summarise my concern in clear language.- Write respectfully and neutrally.- Limit the text to a maximum of one A4 page.- State: - what happened - when it happened - which authority is involved - what I have already done myself to solve the problem - whether I have been in contact with the complaints service and what answer I received - what consequences the problem has for me - what solution I hope to achieve by starting an ombudsman procedure- Use only the information I have provided.- Do not add any new facts, laws, legal references or technical terms unless I mention them myself.- Tell me which information is missing or unclear, without filling it in yourself.My concern:[INSERT YOUR OWN CONCERN HERE]
Note: Use AI only as a tool. Always check the text for accuracy before you forward it as a complaint.