Replying to an angry customer, a one-star review or the same question for the twentieth time drains time and patience. These prompts give calm, human, professional replies in seconds: they apologise without blaming anyone, explain what happens next and keep the customer on your side. You also get ready-made FAQ answers, out-of-hours auto-replies, satisfaction surveys and a tone-of-voice guide so your whole team replies the same way.
Free prompts from this area
#31
Reply to an angry customer
When to use: When you receive a complaint and don't want to make it worse.
Act as a customer service expert. A customer sent this complaint: [PASTE MESSAGE]. Write a reply that: acknowledges the problem without blaming anyone, apologises for the inconvenience, explains exactly what we'll do and by when, and ends with a direct contact. Calm, human tone. Max 150 words. Also give me a shorter version for text/WhatsApp.
#32
Ready-made answers to FAQs
When to use: To answer repeat questions in seconds.
My business is a [TYPE OF BUSINESS]. The questions I get most are: [LIST OF QUESTIONS]. Write a short, friendly answer to each, ready to paste into WhatsApp, Messenger or email. Add 10 more questions my customers probably ask and answer them, leaving [INFO] where I need to fill in details.
How to use these prompts
Copy the prompt, paste it into ChatGPT, Claude or Gemini and replace whatever is in [square brackets] with your business details. For even better answers, paste your Business Brief first (explained in our guide) — the AI will write in your tone of voice. Read the full guide →
All 15 prompts in this area of the kit
Reply to an angry customer — When you receive a complaint and don't want to make it worse.
Ready-made answers to FAQs — To answer repeat questions in seconds.
Say "no" without losing the customer — When you can't do what the customer is asking. in the kit
Review request after purchase — To get more reviews on Google and social platforms. in the kit
Delay or problem notice — When something went wrong and you need to tell the customer. in the kit
Tone-of-voice guide for your team — So everyone on the team replies the same way. in the kit
Welcome message for a new client — So the client feels they made the right choice. in the kit
Reply to a negative review — When someone leaves 1 or 2 stars online. in the kit
Short satisfaction survey — To find out what customers really think. in the kit
Analyse customer feedback — When you have lots of comments or answers and need conclusions. in the kit
Out-of-hours auto-reply — For WhatsApp Business, Messenger or email. in the kit
Handle a refund request — When a customer wants their money back. in the kit
Turn complaints into improvements — So the same problem doesn't happen again. in the kit
Treat your VIP customers — To keep your best customers loyal. in the kit
Phone answering script — For whoever picks up the phone at your business. in the kit