AI Customer Service Prompts

Write a response to this customer complaint: [paste complaint]. The situation: [brief context - what happened and why]. Tone: empathetic but not groveling. Structure: acknowledge their frustration specifically, take responsibility, explain what happened (briefly), describe the fix/resolution, and offer something extra. Under 200 words.

Customer is requesting a refund: [describe situation]. Our policy: [paste relevant policy]. Customer's argument: [their reasoning]. Help me: evaluate whether this falls within policy, suggest a resolution that balances customer retention with business cost, draft the response for both "approved" and "declined" scenarios, and identify if we should make a policy exception and why.

An angry customer just said: [paste angry message]. They've already spoken with [previous agent] and are escalated. Write a response that: doesn't repeat what the previous agent said, acknowledges their frustration with the process itself, takes personal ownership, proposes a concrete solution with timeline, and empowers them with a direct contact. Make them feel heard, not managed.

Create response templates for these common support questions about [product]: [list 5-7 questions]. For each: a clear answer, step-by-step instructions if applicable, links to relevant help docs (placeholder [LINK]), proactive mention of related issues they might hit, and a closing that invites follow-up. Keep each under 150 words. Friendly but efficient tone.

Write a proactive customer outreach message for [situation - e.g., "we had a 2-hour outage that affected their data"]. Context: [what happened and who's affected]. The message should: lead with what happened (don't bury it), explain impact honestly, describe what we're doing to fix it, outline prevention steps, and offer compensation if appropriate. Tone: transparent and accountable.