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Reply to an Angry Customer Complaint Without Making It Worse

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The prompt

A customer sent this angry complaint: [paste it]. Channel: [email / WhatsApp / Instagram DM / public review]. What really happened from our side: [facts, order details, what went wrong, what's in our control]. What I can offer: [refund, replacement, discount, a call, nothing more]. Write a reply that: 1. Opens by acknowledging their frustration in one sentence, in my own plain tone, not corporate. 2. Says clearly what went wrong, if we're at fault, without excuses; if we're not, explain calmly without blaming them. 3. Offers one specific fix and a date by which it'll happen. 4. Moves the details to a private channel if this is public. 5. Stays under 100 words (60 for a public reply). Also give me a short internal note: what to fix so this doesn't happen again. Don't promise anything I haven't listed as an option.

Why this prompt

• Hand-picked, editorially reviewed prompt
• Written for ChatGPT, Claude, Gemini

Source

Created by BestPromptFinder — editorial prompt, not user-generated. See our content & source policy.

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