Calm reply to a customer complaint
Write a professional, empathetic response that resolves the complaint without over-promising.
The prompt
Write a reply to this customer complaint. Complaint: [paste the message] What actually happened (internal facts): [your side] What we can offer: [refund, replacement, discount, nothing] Channel: [email / WhatsApp / public review reply] Brand tone: [e.g. warm and plain-spoken] Requirements: acknowledge the specific problem, take responsibility for what was our fault without admitting fault for what wasn't, explain the next step clearly with a timeframe, and keep it under 150 words. If it is a public review reply, do not include private order details.
How to use this prompt
- Select Copy prompt.
- Paste it into your AI assistant (ChatGPT, Claude, Gemini, Copilot or similar).
- Replace every part in [square brackets] with your own details before sending.
- Review the answer and ask for changes — the first reply is a draft.
Tip: Always add the internal facts so the reply is accurate. Never let the AI promise something you cannot deliver.
Example output (excerpt)
An illustrative excerpt written by our editors to show the expected shape of a good answer. Your results will differ.
Hi Ama, thank you for letting us know, and I'm sorry your order arrived two days late — that's not the experience we want for you. The delay happened at our warehouse, not with the courier…
Related prompts
FAQ page from support messages
Turn repeated customer questions into a clear FAQ section.
Here are customer questions we received recently: [paste questions, one per line] Group similar questions together, then write a FAQ with the 10 most useful questions and clear answers based on these facts about our business: [paste policies: delivery, returns, pricing, opening hours]. Write answers in plain English, 2–4 sentences each. If a question cannot be answered from the facts I gave, list it under "Needs an answer from the team" instead of guessing.
How to use it
The AI should only answer from your policies. Review the 'Needs an answer' list with your team.
One-page business plan
Turn a rough business idea into a structured one-page plan you can test and refine.
Act as an experienced small-business adviser. Help me write a one-page business plan. Business idea: [describe your idea in 2–3 sentences] Location / market: [city, country or online] Target customers: [who they are] Starting budget: [amount and currency] Structure the plan with these headings: Problem, Solution, Target customers, Competitors and alternatives, Revenue model, Pricing, Marketing channels, Key costs, First 90-day milestones, Biggest risks. Keep each section to 2–4 bullet points. Where you are making an assumption, mark it with "(assumption)" so I know what to verify. Finish with the three questions I should answer before spending any money.
How to use it
Fill in the brackets with real details. The more specific your location and customers, the more useful the plan. Verify every assumption the AI marks before relying on it.
SWOT analysis with next actions
Get a balanced strengths, weaknesses, opportunities and threats analysis that ends in actions.
Create a SWOT analysis for my business. Business: [what you do] Customers: [who buys from you] Competitors: [name 2–4] Current situation: [revenue stage, team size, recent changes] For each quadrant give 3–5 specific points tied to the details above, not generic statements. Then add a section called "So what?" with 5 concrete actions that use a strength to capture an opportunity or reduce a weakness or threat.
How to use it
Give honest weaknesses: the analysis is only as useful as the inputs. Use the 'So what?' actions as the start of your plan.