The method
Use this prompt set as a template for generating supportive and understanding replies to customer inquiries or complaints. It works best when you need to acknowledge customer frustration and offer helpful solutions. Input the customer’s message and specify the desired tone.
The prompts
Prompt 1
Compose a customer service response to the following message: 'I am extremely frustrated with your product. It broke after only one week of use, and I need a refund immediately!' The response should acknowledge the customer's frustration, apologize for the inconvenience, reaffirm our commitment to product quality, explain the refund process, and offer a solution to expedite the refund or offer a replacement. Keep the tone professional and sincere.
Prompt 2
You are a customer service agent. A customer writes: 'I've been trying to reach your support team for days! My order is late and I have no idea where it is! This is unacceptable!'. Draft a reply expressing sincere apologies for the delay and difficulty in reaching support, provide an immediate update on the order status, offer a discount code for future purchases as compensation for the inconvenience, and ensure that the customer knows you value their business and want to make it right. Also, assure the customer that you are personally handling the case and will provide updates.
Prompt 3
Generate a compassionate and helpful response to the following customer feedback: 'I recently experienced a major issue with your service, which has caused significant problems for my business. This situation has resulted in lost revenue, and I feel completely let down. I expect prompt action to resolve this matter.'. Acknowledge the serious impact of the issue on their business, offer immediate assistance to investigate and resolve the problem, provide regular updates on the progress of the investigation, and offer appropriate compensation or solutions to mitigate the losses suffered. Aim for a tone that demonstrates genuine concern and commitment to restoring the customer's confidence.
Prompt 4
Create a response to a customer complaint about a faulty product with the following details: The customer purchased a 'SmartWatch X' that stopped working after only 2 days. They have tried all troubleshooting steps from the manual and online FAQ. The response should include an apology, immediate steps to resolve the issue (such as offering a replacement or repair), and clear instructions on how to proceed with the return or exchange process. Highlight the importance of customer satisfaction and demonstrate proactive problem-solving. The tone must convey urgency and efficiency in resolving the issue.