Apologize to Customers for a Service Outage
Use this when your software, platform, or service experienced downtime and you need to communicate clearly to affected customers.
The Prompt
Write an email to my customers explaining that [service name] was unavailable from [time] to [time] today due to [cause, or "a technical issue we've now resolved"]. Apologize genuinely. Explain that the issue is now fixed and what we're doing to prevent it. Keep it short. Tone: transparent and calm.
From the guide
How to use AI to write a simple crisis communication message when something goes wrong with your product, service, or delivery →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.