Draft for a difficult reply

What it's for If you paste the message you received and what you can offer, it leaves a reply draft for you to send.

Example reply

The prompt (copy it and paste it into your assistant)

I am going to paste what follows. Leave me a reply draft for you to send. Do not invent facts. Do not send the email. Do not promise a date you did not give. Do not invent facts.
Answer in this order:
1. Acknowledge what did happen: it arrived incomplete
2. Offer to replace it this week, and ask for the list of what was missing if you do not have it
3. Leave in writing that the outbound shipping is not refunded
Here it is: [paste this here: What went wrong]

A message sits for days because the tone matters.

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 writes angry because the order arrived incomplete. I can replace what was missing this week. I cannot refund the shipping.

Nothing is sent on its own. You paste the text and write what you need.

You write

The customer writes angry because the order arrived incomplete. I can replace what was missing this week. I cannot refund the shipping.

You get back

To the customer The order arrived incomplete. You are right about that. This week we replace what was missing. Tell me which pieces did not arrive, if they are not already on the note, and they go on the next shipment. The outbound shipping is not refunded. The cost of that trip stays as it is. Do not offer a discount if nobody authorized it. The replacement is the answer.

In three steps

Acknowledge what did happen: it arrived incomplete.
Offer to replace it this week, and ask for the list of what was missing if you do not have it.
Leave in writing that the outbound shipping is not refunded.

A tip Replacing is not refunding the freight. Say it in the same reply so you do not get another complaint.

Read the full recipe