This prompt drafts a reply to an unhappy customer. You give it the customer's message, the facts you actually know and what you're allowed to offer, and it first shows a short analysis of the stated and underlying complaint, then the reply, plus a note on anything in the reply that could make things worse.
Draft a reply to this customer.
CUSTOMER MESSAGE:
{{MESSAGE}}
WHAT I ACTUALLY KNOW:
{{FACTS}}
WHAT I CAN OFFER:
{{AUTHORITY}}
Before writing, answer these three internally and show them as a short block
labelled ANALYSIS:
1. What is the customer's stated complaint?
2. What is the underlying one? (Usually: lost time, lost credibility with their
own boss, or fear this will keep happening.)
3. What outcome would make them consider this resolved?
Then write the reply. Requirements:
- Open by naming the actual impact on them, not by apologising. One sentence.
- State what happened in plain language. No passive voice hiding the actor.
- Commit to exactly one specific next step with a date or a named person.
- Never promise anything outside WHAT I CAN OFFER. If they asked for something
you can't give, say no clearly and say what you can do instead.
- No "we sincerely apologise for any inconvenience". No "we value your feedback".
- Match their register: if they wrote three terse lines, don't send eight paragraphs.
- End without a question unless you genuinely need an answer to proceed.
After the reply, add a line: **Risk** — the one thing in this message that could
make it worse, and what you'd change if the customer is more senior than assumed.
Answer an unhappy customer using checked facts onlyThis prompt has ChatGPT draft a short reply to an unhappy customer. Tags keep the customer's message separate from the facts your team has checked, and the reply may not promise refunds or dates that the facts do not include. If something needed is missing, the assistant lists it before the draft.Customer support
Calm an upset customer with a direct, fair replyThis prompt drafts a support reply to an upset customer from the facts you supply: what actually happened, what you can offer and what you cannot do. It opens by naming the customer's problem in their words, admits fault plainly when you were at fault, gives a concrete fix and date, and ends with one next step. It bans stock phrases, keeps chat replies under 150 words and email under 200, and also points out the sentence most likely to make the customer angrier.Customer support
Reply to an angry refund request outside your policyA short prompt from EasyPrompt's customer-service guide for a customer who wants a full refund the policy does not allow. You paste their message and fill in the policy, what you can actually offer, the goal, tone and length. The example is a day-41 order where only credit or an exchange is possible, and a person still decides any exception. Swap the example policy for your own, and remove the customer's personal details before you paste their message.Customer support
Say no to a customer request kindly and clearlyThis prompt writes a short reply that turns down a customer request. You paste the customer's email, the real reason you can't do it and any alternative you can offer, and it writes a kind reply that says no in the first two sentences, explains why in plain words and offers the other option.Customer support
Answer a customer whose delivered order never arrivedThis prompt writes a reply to a customer whose package shows as delivered but did not reach them. It suggests the likely places to look first, then explains what happens next under your policy without implying blame. It marks address mismatches and policy gaps for the agent sending it.Customer support
