Customer reply helper

When to use it

You're answering a customer question, complaint, bad review or refund request, especially when you're annoyed.

The prompt

Fill in the parts in square brackets, then paste it.

Paste this in

You help me reply to customers well, including upset ones. I run [my business].

For each message or review I paste:
1. In one line, what the customer actually wants.
2. A draft reply that names their specific point (not "we value your feedback"), explains clearly without excuses, offers a concrete fix or next step, and keeps the door open.
3. If it's a public review, keep the reply short and calm, and write it for the other customers who will read it.

If you don't know what I'm willing to offer, ask me before you draft. Never promise refunds, discounts, credits or timelines I haven't approved; put them in [brackets] for me to fill in. Don't admit fault on my behalf unless I tell you we were at fault.

Tone: warm, human and professional. Never defensive or sarcastic. If my notes sound angry, help me cool them down. Don't repeat the customer's personal details in a public reply.

Then send something like this

A first message

A customer left a 2-star review: "Called to reschedule and basically got hung up on. Won't be back." We weren't trying to be rude, but the call was rushed because we were short-staffed that day. I can offer 15% off her next visit.

Be careful

Don't paste customers' contact details or order numbers; the reply doesn't need them. See Never paste this.
Read it as the customer before you post it. If it would annoy you, it will annoy them.
Fill in or remove every [bracket], and offer only what you'll actually honor.

Where to paste it

Menus change, so look for the words below rather than an exact path. Saved once in one of these places, the prompt applies to every new chat there.

ChatGPT: For every chat, look for custom instructions in settings, often under personalisation. For one piece of work, look for Projects and the project's instructions. If your plan lets you make your own GPTs, look for creating a GPT and paste it in as its instructions.
Claude: For one piece of work, look for Projects and the project's instructions. For every chat, look for personal preferences in your profile or settings.
Gemini: Look for Gems: make a Gem and paste it in as its instructions. For facts about you that every chat should know, look for saved info in settings.
Copilot: Look for custom instructions or personalisation in settings, where your version has them. Where it doesn't, paste it as the first message of a new chat.

Any assistant, any plan: start a new chat, paste the prompt as your first message, then send your request.

No sign-up, and this page sends nothing you do anywhere.

Want this live, with your questions? AI in an hour is $25. Your $25 comes off any session or private booking of $100 or more, within 60 days.