Answer an upset customer with a calm reply and a fair fix
You get the reply in gentle, balanced and firm versions, plus any claims in the complaint you should check first.
A sketch of what you'll get back.
Your prompt
Fill in your details. Skip any you like.
ChatGPT and Claude open with your prompt already typed in. Gemini can't be filled in from a link, so its button copies your prompt: paste it into the new chat.
The prompt that gets copied
A customer of [YOUR BUSINESS, e.g. our sandwich shop] sent this complaint: [PASTE THE COMPLAINT] The facts: [WHAT HAPPENED, e.g. catering order arrived 40 min late] What I'm willing to offer: [YOUR FIX, e.g. refund the delivery fee] Write a reply I can send by email or text. It should: - Open by showing I understand why they're upset, in plain words - Explain what happened in one or two sentences, with no excuses and no blaming staff - Offer the fix clearly, with what happens next and when - Close warmly and invite them back - Stay under 120 words, with no corporate lines like "we value your feedback" Give me three versions: gentle, balanced and firm. Then flag anything in the complaint that doesn't match my facts, so I can check it before I reply.
Paste the complaint, the facts and what you can offer. You get a calm, short reply that hears them out, explains what happened without excuses and offers one clear fix.
Step by step
- Paste the complaint and the facts as you know them.
- Decide what you're willing to offer and add it.
- Pick the version that matches how upset the customer is.
- Read it out loud once, then send it.
What you'll get
Three ready-to-send replies in different tones and a short list of points to double-check first.
- Made for
- Small business owners
- Works in
- ChatGPT, Claude, Gemini
