Reply to a complaint
A calm reply from the facts and your policy, checked before it's sent.
Open prompt: Reply to a complaintEst. time saved: 2+ hours
Customer service
Find what customers keep raising
Spot the issues that come up again and again in your emails or tickets.
- Best for
- Owners and team leads
- Est. time saved
- 2–4 hours per review
- Works with
- ChatGPT, Claude and Gemini
When to use it
- The same problems seem to keep coming up, but you're not sure which.
- You can export a month or two of customer emails or tickets.
When not to
- To blame staff, or to decide refunds from the totals.
What to have ready
- A batch of customer emails or tickets, with personal details removed
- The date range they cover
- Any changes you made in that time
The prompt
Fill in the [BRACKETS], then paste it into ChatGPT, Claude or Gemini.
› the prompt
You're helping me find the issues my customers raise most often. Use only the messages I give you. Don't contact anyone or change anything. Date range: [E.G. 1 TO 31 JULY] Changes we made in that time: [E.G. NEW BOOKING SYSTEM ON 10 JULY, OR "NONE"] The messages (personal details removed): [PASTE THE EMAILS OR TICKETS] Please: 1. Say how many messages you've looked at, and any you couldn't use and why. 2. Group them into themes. Give the count for each theme and a few example references. 3. For each theme, keep what customers said separate from guesses about the cause. 4. Only suggest a cause if several messages point to it. Otherwise say there isn't enough to go on. 5. Suggest questions to look into, starting with the biggest theme. Rules: - Use only the messages I've given you. Don't invent counts, causes or quotes. - Don't blame staff or customers. Point to issues, not people. - Don't suggest refunds or offers from the totals.
Example input
A made-up example of what the brackets might say.
Date range: 1 to 30 July.
Changes: new online booking form on 10 July.
Messages: 24 customer emails, numbered 1 to 24, with names and emails removed.
Tips
- Take out names, emails and phone numbers before you paste anything in.
- Do it every month or two and compare. You'll see if a fix worked.
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