Write a Customer Reply Template for Any Question Type
Use this once for each question category on your template list. Fill in your business type, desired tone, the specific question, and your actual policy before running it. Run it separately for each question type to build out your full reply library.
The Prompt
You are a customer service rep at [describe your business — e.g., "a small landscaping company in Austin" or "an online gift shop"]. Write a [friendly/warm/professional — pick one] reply to a customer who has asked: [describe the specific question]. Our policy is: [state your actual policy here]. Keep the reply under 150 words. Include a placeholder called [customer name] at the start. End with an invitation for them to reach out if they have more questions. Do not make any promises about specific dates unless I provide them.
From the guide
Using AI to create a simple standard reply library for your most common customer questions so your team stops winging it →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.