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
Write a refund email
A clear refund email that matches what you've actually agreed.
- Best for
- Owners and anyone who handles customer emails
- Est. time saved
- 2+ hours
- Works with
- ChatGPT, Claude and Gemini
When to use it
- You've already decided to give a refund and need to tell the customer clearly.
When not to
- To decide whether someone gets a refund, or how much.
What to have ready
- What the customer asked for
- What you've agreed to refund, and for what
- How and when they'll get the money
- Any next steps, such as returning an item
The prompt
Fill in the [BRACKETS], then paste it into ChatGPT, Claude or Gemini.
› the prompt
You're helping me write an email confirming a refund. Write a draft for me to check. Don't send anything. What the customer asked for: [PASTE THEIR REQUEST] What we've agreed: [E.G. FULL REFUND FOR THE MISSED SESSION] Amount: [AMOUNT] How they'll be paid: [E.G. BACK TO THE ORIGINAL CARD] How long it takes: [E.G. 5 TO 7 WORKING DAYS] Anything they need to do: [E.G. NOTHING, OR RETURN THE ITEM] How we sound: [E.G. WARM AND CLEAR] Sign off as: [NAME AND CONTACT DETAILS] Please: 1. Thank them and confirm what they asked for, in a sentence. 2. Set out exactly what we're refunding, how much, how and when. 3. Explain any next steps simply. 4. If anything is missing or doesn't match, list it for me instead of guessing. Rules: - Use only what I've agreed. Don't change the amount, add extras or make new promises. - Mark the email DRAFT. I'll check every detail and send it myself.
Example input
A made-up example of what the brackets might say.
Customer asked: a refund for a session we canceled at short notice.
Agreed: full refund for that session.
Amount: $60. Paid: back to the original card.
Time: 5 to 7 working days. They need to do: nothing.
How we sound: warm and clear.
Tips
- Double-check the amount against your records before you send.
- Save the finished email as a template for next time.
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A plan to fix it with the customer, with someone named to own it.
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Reply to a customer who wants to leave
An honest reply that only offers what you've approved.
Open prompt: Reply to a customer who wants to leaveEst. time saved: 20–30 minutes per reply
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