Write a Canned Response to a Common Customer Question
Use this prompt to generate a first-draft canned response for any recurring customer question. Fill in your business type, name, customer description, the specific question, and your actual policy before running it.
The Prompt
I run a [type of business, e.g., "residential cleaning company"] called [Business Name]. We serve [describe your customers briefly, e.g., "homeowners in the Denver metro area"]. Write a friendly, professional email response to this common customer question: [paste the question here, e.g., "Do you offer refunds if I'm not happy with the service?"] The response should: - Be warm but concise — no fluff - Sound like a real person, not a corporate FAQ - Answer the question directly in the first sentence - Include a natural sign-off Our actual policy is: [describe your real policy here]
From the guide
Using AI to write a simple standard response library for the customer questions your team answers the same way every single day →Related Prompts
Write a Client Offboarding Email That Asks for Referrals
Use this prompt after completing a client project. Paste your raw project notes (brief, emails, deliverables, results) into the chat first, then add this prompt to generate a professional offboarding email that summarises outcomes, asks for a referral, and keeps the door open for future work.
Find Gaps in Your FAQ Using Customer Complaints
Use this after your FAQ draft is complete to identify gaps. Paste in a real complaint email or negative review and the AI will flag missing topics and suggest answers based on what you've already provided.
Turn Customer Emails Into Saved Reply Templates
Use this prompt when you have a batch of similar past customer emails in a single category (e.g. refund requests, shipping questions) and want to convert them into a reusable saved-reply template with subject line options and a personalization cue for your team.
Handle Client Objections to Your New Subscription Pricing
Use this as the fifth and final step to prepare for client conversations before presenting the new pricing model. Keep the output document on hand for actual sales conversations.