Handle an upset customer
A practical way to use AI for this job in a small business, with a prompt you can copy.
The prompt
A customer is upset. Their message: [paste]. What actually happened: [facts]. What I can offer: [options]. Write a calm reply that acknowledges their frustration, explains briefly without excuses, and offers a clear fix.
Replace everything in [square brackets] with your own details. Don't paste in anything you wouldn't want stored by the AI provider.
Steps
- Write down the facts before you reply.
- Run the prompt.
- Wait 10 minutes, then reread.
- Send or call them.
My verdict
Takes the heat out. For serious issues, pick up the phone.
More customer service use cases
Next: Write onboarding emails for new customers · All customer service · Want a bot to do this automatically? See bot setup guides.