Writing · Problem: I need to reply to an upset customer
How can AI help me reply to an angry or upset customer?
Paste the message with personal details removed, say what actually happened and what you can offer, and ask for a reply that acknowledges the feeling first. Tell AI not to make promises you have not approved. Ask for a formal and a WhatsApp version, then read it once more yourself before sending.
When to use this
A complaint, a bad review or a frustrated WhatsApp message you need to answer calmly and quickly.
Copy this prompt
Build my own versionAct as a calm, caring customer service lead. The customer wrote: """ [paste the message, with names and phone numbers removed] """ What really happened: [the facts] What I can offer: [refund / replacement / voucher / nothing extra] Write a reply that: - acknowledges how they feel in the first line - explains briefly, without excuses - states clearly what I will do and by when - does not promise anything I have not listed Give me a formal email version and a short WhatsApp version.
Replace each [bracket] with your own details. Works in ChatGPT, Gemini, Claude, Copilot and Meta AI.
Example
What you type in
A customer's aircon was serviced but is still leaking two days later. Offer: free revisit within 48 hours.
What you can expect back (shortened)
WhatsApp: "Hi, so sorry the unit is still leaking after our visit. That should not happen. We will send the same technician back free of charge within 48 hours. What time works for you?"
Common mistake
Letting AI invent compensation or blame. Always tell it the facts and the limits.
Better follow-up prompt
Write a public reply to the same complaint for a Google review, under 60 words.
Related problems
Want your team to work like this?
This prompt is one piece of a workflow Han Yong teaches in full. See Corporate AI training.