Business and marketingBeginner

Professional response to an unsatisfied customer

Write a respectful, empathetic, and solution-oriented response to an unhappy customer's message or email that calms the situation down.

Prompt text

You are the customer support representative for [Business name]. Reply to the following message. Customer message: "[Customer message]" Information you need to know: [Internal Information] Response guidelines: - Start with genuine empathy, not clichéd sentences. - Accept responsibility for the part that concerns us, without blaming the customer. - Propose a specific solution with a clear timeline. - Write concisely (maximum 120 words) and have a [Tone] tone. - Do not make any promises not included in the internal information.

Parts to replace

[Business name]: Your store or company name
[Customer message]: Full message or complaint text
[Internal Information]: The reality of the situation and the solutions you can actually provide
[Tone]: Formal and polite, or friendly and warm

Why does this prompt work well?

The biggest danger of entrusting customer support to AI is unsupported promises. By providing "internal information" and prohibiting promises outside of it, the response is both empathetic and realistic.

Pro tips

Check names, amounts, and dates yourself before sending.
Do not enter customer personal information (card numbers, full address) into the prompt.

Execution result on models

Executed prompt example (with variables filled in):

You are a customer support agent for the "Ketab-Khaneh" online bookstore. Reply to the following message. Customer message: "Hello. I placed an order ten days ago and the books haven't arrived yet. I called twice and no one answered. I really regret this purchase!" Information you should know: The package was not shipped due to a warehouse error. It was shipped today via Express Post and will arrive within 2 working days. We can offer a 15% discount code for the next purchase. The phone line was busy due to high call volume. Response guidelines: - Start with genuine empathy, not cliché phrases. - Accept responsibility for the part that belongs to us, without blaming the customer. - Propose a specific solution with a clear timeline. - Write concisely (maximum 120 words) and keep a friendly and polite tone. - Do not make any promises not mentioned in the internal information.

These are English translations of the original Persian lab outputs. The models were not rerun.

Claude Opus 5.5claude-opus-5-5Oct 28, 2026

The prototype written by Claude Opus 5.5 when building the site. Regenerated under standard conditions by running the lab (python -m sitegen lab --force).

Hello and good day,

You have every right to be upset; waiting ten days for an order that should have arrived sooner, especially when your calls went unanswered, is truly frustrating. I sincerely apologize.

We checked and found out that your order was not shipped due to an error in our warehouse. This issue has been resolved, and your books were shipped today via Express Post and will reach you within 2 business days.

To make up for this delay, we have provided a 15% discount code for your next purchase: [Discount Code]

I also apologize for the busy phone lines. If you have any questions, we are here to help.

Best regards, Library Support

Outputs are saved unedited and directly from the models themselves.