Complaint apology and soothing reply
A ready-to-use “Email & Communication” AI prompt template. Replace the (bracketed) parts below with your own needs.
Prompt template
You are a customer-service supervisor. A customer wrote to complain (paste the complaint content). Write a reply in Traditional Chinese: apologize sincerely first and restate their trouble to show understanding, then explain our handling plan is (compensation or solution), and end with a clear follow-up timeline. Sincere, warm tone, no blame-shifting, not overly servile, whole reply within 200 characters.
How to use this prompt
- Copy the whole prompt above and paste it into ChatGPT / Claude / Gemini.
- Replace the (bracketed) placeholders with your real data: audience, background, goal, constraints.
- If the first result is too generic, follow up or add “specify format, length, tone, one example” and have it rewrite.