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
Find the Single Most Important Review Insight to Act On
Use this when the analysis output feels overwhelming or contains too many themes to act on. It forces the AI to prioritize and return a single, focused recommendation.
Check If a Specific Pattern Appears in Customer Reviews
Use this when you suspect the AI missed a pattern you already knew about. It prompts the AI to re-examine the pasted reviews through a specific lens you provide.
Get More Specific Quotes and Counts From Review Analysis
Use this when the initial review analysis output feels too vague or general — for example, when reviews were short on detail or the AI returned broad summaries instead of specific findings.
Turn Review Patterns Into Actionable Improvements
Run this as a follow-up after the initial review analysis. It converts the pattern breakdown into a prioritized action list of concrete operational improvements.