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Prompts that get you a better answer

Ready-made prompts for emails, meetings, spreadsheets, planning and more, at your level. Copy one, fill in the [square brackets] with your details, and paste it into ChatGPT, Claude, Gemini or any AI assistant. 32 are free; the other 64 come with Pro.

96 prompts32 free to copy12 kinds of job

8 prompts in Customer service

Customer service

Complaints, FAQs and saved replies, and what customers are telling you.

  • BeginnerFree

    Reply to a complaint

    Writes a calm, fair reply that owns the problem and says what happens next.

    The prompt

    Write a reply to a customer complaint. What they’re unhappy about, in my words: [the complaint, without their name or details]. What went wrong on our side, if anything: [what you know]. What we can offer: [the fix, refund or next step you’re allowed to offer]. Thank them, say sorry for the specific problem (not a general “sorry for any inconvenience”), explain what happens next and when, and end with a direct way to reach us. Under 150 words, warm and professional, with UK spelling. Write CUSTOMER where their name goes, and don’t promise anything beyond what I’ve said we can offer.

    Tips and an example

    Tips for a better answer

    • Describe the complaint in your own words instead of pasting it: the AI doesn’t need their name, address or order number.
    • Check your company’s policy before you offer a refund or a replacement.

    An example, filled in

    Write a reply to a customer complaint. What they’re unhappy about, in my words: their sofa was delivered two weeks late, and the driver didn’t call ahead, so they took a day off work for nothing. What went wrong on our side, if anything: our delivery partner changed the date without telling us. What we can offer: a £50 refund on the delivery charge, and a direct number for our delivery manager. Thank them, say sorry for the specific problem (not a general “sorry for any inconvenience”), explain what happens next and when, and end with a direct way to reach us. Under 150 words, warm and professional, with UK spelling. Write CUSTOMER where their name goes, and don’t promise anything beyond what I’ve said we can offer.

  • IntermediateFree

    Prepare for a difficult call with a customer

    Plans what to say to an upset customer, with calm words for the hard moments.

    The prompt

    I need to call back a customer who is very upset. What happened, without personal details: [the situation]. What I can offer: [what you’re allowed to do]. What I can’t do: [the limits]. Give me: a calm opening line; three questions to understand what they need; how to explain what we can and can’t do without sounding defensive; phrases for when they’re angry or repeat themselves; and how to end the call with a clear next step. Keep the language natural and kind, not scripted, in UK English.

    Tips and an example

    Tips for a better answer

    • Practise first: ask the AI to play the customer, upset but reasonable, and reply as you would on the call.
    • Write down what you agreed straight after the call, and confirm it in writing.

    An example, filled in

    I need to call back a customer who is very upset. What happened, without personal details: their boiler service was booked for Monday, but our engineer didn’t turn up, and they’d waited in all day. What I can offer: the next free slot this Thursday, with the call-out fee waived. What I can’t do: send someone today; pay compensation for their lost day. Give me: a calm opening line; three questions to understand what they need; how to explain what we can and can’t do without sounding defensive; phrases for when they’re angry or repeat themselves; and how to end the call with a clear next step. Keep the language natural and kind, not scripted, in UK English.

  • AdvancedFree

    Find themes in customer feedback

    Groups feedback into themes, counts them and picks out what to fix first.

    The prompt

    Below are [number] pieces of customer feedback from [where they came from]. Group them into themes. For each theme, give: a short name; how many comments mention it; two typical quotes, in the customers’ exact words; and whether it’s praise, a complaint or a suggestion. Then rank the top three problems by how often they come up and how serious they seem, and suggest one fix for each, in plain, practical language. Count carefully, and say when a comment fits more than one theme. The feedback: [paste the comments, one a line, with names and personal details removed]

    Tips and an example

    Tips for a better answer

    • Check the counts yourself on a small batch: AI can miscount long lists.
    • For hundreds of comments, use an assistant that can read a spreadsheet and show its working.

    An example, filled in

    Below are 12 pieces of customer feedback from our survey after appointments at a dental practice. Group them into themes. For each theme, give: a short name; how many comments mention it; two typical quotes, in the customers’ exact words; and whether it’s praise, a complaint or a suggestion. Then rank the top three problems by how often they come up and how serious they seem, and suggest one fix for each, in plain, practical language. Count carefully, and say when a comment fits more than one theme. The feedback: Lovely staff but I waited 40 minutes. Couldn’t get through on the phone. The hygienist was so gentle. Online booking kept crashing. Running late again, 30 minutes. Reception were kind when I was nervous. Phone lines always busy at 8am. Parking is a nightmare. Great explanation of my treatment. Waited ages past my time. Can’t book online on my phone. The new chairs are comfy!

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