Answer a written complaint without promising what you cannot
Works with any AI
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.
Example reply
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…
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]
The complaint gets a defensive answer and it is not clear what will be done.
How to use it
- Press Copy, or the button for the app you use.
- Paste the text into the chat.
- Write what you need, with your own details. For example:The customer says the delivery arrived on Tuesday and a box was missing. I have not checked the storeroom yet.
You write
The customer says the delivery arrived on Tuesday and a box was missing. I have not checked the storeroom yet.
You get back
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.
In three steps
- Acknowledge the fact they wrote.
- Say what you already know and what you will review.
- Do not promise a date or compensation.
A tip Acknowledge the fact. Do not start arguing whether the customer is exaggerating.