Customer service · Sharp
Rewrite a Support Reply So the Customer Feels Handled, Not Managed
Answer an unhappy customer clearly, without corporate hedging or grovelling.
Rewrite this customer support reply. Customer's message: [PASTE MESSAGE] What actually happened, internally: [THE FACTS] What we can offer: [REFUND / FIX / WORKAROUND / NOTHING] What we cannot do: [LIMITS] Timeline I can honestly promise: [TIMELINE] Brand voice: [BRAND VOICE — or "warm, direct, not corporate"] Rules: - First sentence names their specific problem, not a generic apology. - State plainly what we can and cannot do. No hedging, no passive voice hiding who did what. - Give the exact next step and who does it. - Never promise anything outside what I listed. Never invent a cause, a compensation or a timeline. - Do not write "we apologize for any inconvenience" or "we value your feedback". - Under 150 words. Give me two versions: one standard, one for a customer who is genuinely angry — the angry version should be shorter and more concrete, not more apologetic. Then flag anything in my facts that the customer will notice we avoided saying.
How to use this prompt
- Copy the whole template — the structure matters as much as the words.
- Replace every bracketed placeholder with your real details. Vague inputs produce vague output.
- Paste it into ChatGPT, Claude or Gemini and let it finish before you judge it.
- Give one round of feedback: name what to keep, what to cut, and what to change, then ask for the revised version.
Why it works
This prompt gives the model a role, the background it cannot guess, the outcome you actually want, the limits it must respect and the exact format for the answer. Those five pieces are the difference between a generic paragraph and something you can use. The words behind them are explained in the prompting glossary.
More free prompts
A template does not know your business. The Prompt Engineer does the asking for you.