LetterAgent
Mail physical letters by just asking your AI assistant.
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Write to the company's customer relations or refunds office, lead with your booking reference and travel dates, and ask for one specific remedy, such as a refund, a voucher, or a corrected charge. Vague letters get vague replies; a letter with identifiers and a single ask gets routed and answered.
Because travel disputes turn on proof. Phone agents can promise things that never reach the file, and chat transcripts can be hard to retrieve months later. A mailed letter creates a dated record you control: your copy, plus a tracking receipt if you use a tracked option. That record matters when a refund stalls, when a chargeback deadline approaches, or when a regulator asks what you asked for and when. Letters also reach a different team at many airlines, cruise lines, and tour operators: customer relations staff who handle written claims, rather than front-line agents working from scripts.
Start with the company you paid, not the company that operated the trip, if those differ. If you booked through an online travel agency, that agency is usually the merchant of record for the payment, while the airline or hotel controls the service itself. Writing to the wrong one costs weeks. Look for a "customer relations," "refunds," or "claims" mailing address on the company's contact page or in its conditions of carriage. For US airlines, the Department of Transportation complaint process is a later escalation, not a first step; companies tend to respond faster once a written claim is already on file with them.
Keep the tone factual even when the trip was miserable. Claims staff read dozens of angry letters a day; the ones that get paid are usually the ones that are easiest to verify. LetterAgent mails single letters with no inserts, so receipts, boarding passes, and photos cannot ride along. Describe that evidence in the letter, list what you hold, and offer to provide copies on request, or mail a fuller package yourself if the company asks for documents up front.
Ask for one remedy, not all of them at once. A letter that demands a refund, a voucher, and miles leaves the claims team free to pick the cheapest option and call the case closed. If you want money back, say so and say why the fare rules or the company's own policy support it. Note the chargeback clock separately: card disputes have filing windows, and waiting for a travel company to answer can eat that window. A common sequence is to file the written claim, note the deadline in your calendar, and file the card dispute if no satisfactory reply arrives before that deadline. In Canada, the Air Passenger Protection Regulations set compensation rules for delays and cancellations on larger airlines, and citing the specific rule that applies to your case strengthens a letter considerably.
| Situation | Strongest first ask |
|---|---|
| Cancelled flight, no rebooking offered | Full refund to the original payment method |
| Long delay with meals or hotel costs | Reimbursement of listed out-of-pocket costs |
| Hotel not as booked | Price difference or a partial refund for the affected nights |
| Duplicate or wrong charge | Correction of the charge, with a corrected statement |
Yes, to any US or Canadian address: describe it to your AI assistant, approve the exact quoted price, and it is printed on standard 8.5 by 11 inch paper and mailed in a double-window envelope. For a trip already underway or a deadline days away, call first and let the letter serve as the written record. For a claim after travel, a mailed letter is often the strongest single move you can make.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
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