Reply to a customer complaint
Prompt for a reply to a customer complaint with a clear next step and no empty promises. Paste it into an AI tool of your choice, which then writes the reply.
- Topic
- Emails & letters
- Type
- Template
- Level
- Beginner
- Time
- about 5 min
Results depend on the tool, the model and what you enter.
Result preview
Example: written by our editors, not real AI output.
Hi Ms Kruger, Thanks for writing to us. Your tea arrived damaged – that shouldn't have happened; the packaging was too thin. We'll send you a new tin free of charge by Friday. You don't need to return the damaged one. Best regards Jonas from the tea shop
Fill in
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- small online tea shop
- bike repair shop
- holiday flat by the sea
- hair salon
- software company with subscriptions
- free replacement within 5 working days
- 10 euro credit
- call back tomorrow before noon
- refund once the item is returned
- no fix yet, we'll check by Friday
- factual and warm
- short and direct
- very friendly
- formal
- relaxed but respectful
Your prompt
You have edited the prompt. Changes in the fields above no longer overwrite it.
This is an instruction for an AI, not the result itself.
Where this prompt works
These AI tools are a good fit for this prompt:
How to use it
- Fill in the fields or tap a suggestion. Leave out names, addresses and other personal data.
- Copy the finished prompt into an AI tool of your choice.
- Check every promise in the reply against what you can really deliver before you send it.
Why does this work?
The fixed structure prevents the two most common mistakes: empty apologies with no next step, and promises nobody can keep later.
Tips
- Read the reply aloud once. If it sounds like a template, replace the first sentence with something that only fits this case.