Win back inquiries you missed
A polite follow-up for people who waited too long for a reply.
Open prompt: Win back inquiries you missedEst. time saved: 1–2 hours
Inquiries and follow-up
Check how fast you reply
Use your own inquiry times to see where replies are slow.
- Best for
- Owners
- Est. time saved
- 2–3 hours
- Works with
- ChatGPT, Claude and Gemini
When to use it
- You suspect inquiries wait too long for a reply.
- You can export a list of inquiries with when each came in and was answered.
When not to
- If you don't have the times. It won't guess them, and you shouldn't either.
What to have ready
- A list of inquiries: when each came in, when it was first answered, and where it came from
- Your opening hours
- How fast you'd like to reply
The prompt
Fill in the [BRACKETS], then paste it into ChatGPT, Claude or Gemini.
› the prompt
You're helping me check how quickly my business replies to new inquiries. Use only the data I give you. Don't contact anyone. How fast we'd like to reply: [E.G. WITHIN 1 HOUR IN OPENING HOURS] Opening hours: [E.G. MONDAY TO FRIDAY, 8AM TO 6PM] Does an automatic reply count as a reply? [YES OR NO] My inquiries (one per line: when it came in, when we first replied, where it came from): [PASTE YOUR LIST] Please: 1. Check the data. List any rows with missing or odd times, and leave them out of the sums. Don't fill them in. 2. Work out the typical reply time, the slowest, and how many we answered within our target. Show how you worked it out. 3. Split the results by where inquiries came from, and by in or out of opening hours. 4. Tell me what the numbers show. Keep facts separate from guesses about why. 5. Suggest up to three things to check or change, most important first. Rules: - Use only my data. Don't invent numbers, comparisons with other businesses, or what slow replies cost. - If there's too little data to say something, say so.
Example input
A made-up example of what the brackets might say.
Target: within 1 hour in opening hours.
Opening hours: Monday to Friday, 8am to 6pm.
Automatic reply counts: no.
7 July 09:02, replied 09:14, website form
7 July 18:40, replied 8 July 08:12, referral
8 July 11:05, no reply yet, website form
Tips
- Most CRMs and inboxes can export this list. A month of inquiries is plenty to start with.
- Run it again a month after you change something, to see if it helped.
Related prompts
Write an out-of-hours reply
Let people know you've got their message and when you'll be back.
Open prompt: Write an out-of-hours replyEst. time saved: 45–60 minutes
Decide who handles each inquiry
Clear rules for which inquiry goes to which person.
Open prompt: Decide who handles each inquiryEst. time saved: 60–90 minutes
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