Answer a written complaint without promising what you cannot
This prompt helps you with this: It builds the reply: you acknowledge the fact, say what you know, and what you will review.
Works with any AI
The prompt (copy it and paste it into your assistant)
Help me answer this complaint. I received the message and you draft the reply. Acknowledge the fact the person wrote, without arguing whether they are right. Say what we already know from my note and what I will review. Do not promise a date, a change, or compensation if they are not in my note. Do not blame a coworker. Do not send it. Complaint and what I already know: [paste the complaint and your note]
What it's for
It builds the reply: you acknowledge the fact, say what you know, and what you will review.
What you get A calm reply, with no new date and no invented blame.
How to use it
- Copy the prompt.
- Paste your details into the brackets.
- Review the result before you use it.
Example result
The customer says the delivery arrived on Tuesday and a box was missing. I have not checked the storeroom yet.
We received your message: Tuesday's delivery arrived and a box was missing. I have not checked the storeroom yet, so I cannot confirm whether the box is here. I will check and write with what I find. I am not promising a date. This stays with you so you can correct it before anyone else sees it. I did not send it.
A tip Acknowledge the fact. Do not start arguing whether the customer is exaggerating.
Questions
- What is this prompt for?
- It builds the reply: you acknowledge the fact, say what you know, and what you will review.
- What result do I get?
- A calm reply, with no new date and no invented blame.
- What details do I paste?
- The complaint text. What you already checked. What you have not checked yet