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Complaint Response (Email)

Banning generic phrases like 'I understand your frustration' forces the AI to write specific, genuine responses. Including the resolution options prevents the AI from making promises you can't keep.

chatgpt-prompts-for-customer-servicesentimentissue_descriptioncustomer_context
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Prompt
Write a customer service email response for this situation:

**Channel:** Email
**Customer sentiment:** {{sentiment}} (e.g., frustrated, angry, disappointed)
**Issue:** {{issue_description}}
**Customer history:** {{customer_context}} (e.g., "loyal customer for 3 years", "first-time buyer")
**Our policy:** {{relevant_policy}}
**Resolution options available:**
1. {{option_1}}
2. {{option_2}}

Tone: {{brand_tone}} (e.g., empathetic and professional, warm and casual)

Structure the response as:
1. Acknowledge their frustration specifically (reference their exact issue)
2. Take responsibility without blame-shifting
3. Present the resolution clearly
4. Set expectations for timeline
5. Close with a commitment to their satisfaction

Keep under 200 words. Do not use phrases like "I understand your frustration" — be more specific.

Variables to customize

{{sentiment}}{{issue_description}}{{customer_context}}{{relevant_policy}}{{option_1}}{{option_2}}{{brand_tone}}

Why this prompt works

Banning generic phrases like 'I understand your frustration' forces the AI to write specific, genuine responses. Including the resolution options prevents the AI from making promises you can't keep.

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