AI Prompts for Customer Service

Copy-paste AI prompts for writing support responses, handling complaints, building FAQs, and improving customer communications.

Who These Prompts Are For

Customer support agents, support team leads, customer success managers, and anyone handling customer inquiries, complaints, or technical help.

How to Use These Prompts

Copy any prompt and paste it into ChatGPT, Claude, or another AI tool. Replace the brackets [ ] with your specific details. Always review before sending to customers.

Response Template Prompts

General response template:

Write a customer support response template for: [situation].
The customer's scenario: [describe the common situation]
Our policy / what we can offer: [brief]
Tone: [empathetic and professional / friendly / formal]
Include:
- Acknowledgment of their issue
- Explanation or resolution
- Clear next steps
- Positive closing
Use [BRACKETS] for fields that need personalization.

Refund request:

Write a response to a customer requesting a refund for [reason].
Our refund policy: [describe — approved / partial / denied]
Tone: empathetic and clear.
If approved: explain next steps and timeline.
If denied: explain why and offer an alternative if possible.
Keep it under 150 words.

Delivery delay:

Write a proactive email to customers affected by a delivery delay.
Cause of delay: [brief explanation — be honest]
New expected delivery: [date or range]
What we're doing to fix it: [if applicable]
Compensation offered: [if any]
Tone: apologetic, transparent, and action-oriented.
Under 200 words.

Difficult Situation Prompts

Angry customer:

Write a response to this angry customer message:
"[paste customer message]"
Our situation: [what happened / what we can offer]
The response should:
- Acknowledge their frustration genuinely
- Take appropriate responsibility
- Offer a concrete resolution or next step
- Not be defensive or formulaic
Under 150 words.

Escalation response:

Write a response to an escalated complaint that requires manager involvement.
Issue: [describe]
What's been tried: [previous responses]
What we're offering: [the resolution]
Make it clear the issue has been heard at a senior level.
Tone: empathetic, senior, and solution-focused. Under 200 words.

Out-of-policy request:

Write a response declining a customer request that falls outside our policy.
The request: [what they asked for]
Our policy: [brief]
What we can offer instead: [alternative, if any]
Tone: empathetic and helpful — we're saying no to the request, not to the customer.
Under 100 words.

FAQ and Documentation Prompts

FAQ answers:

Write FAQ answers for our help center on [topic/product area].
Common questions: [list 6-8 questions customers ask]
Key facts: [relevant product/service details]
Our policies: [relevant]
Format as clean Q&A pairs. Under 80 words per answer.
Write for customers who aren't technical experts.

Knowledge base article:

Write an internal knowledge base article for support agents on how to handle [scenario].
The scenario: [describe it]
Correct resolution process: [step by step]
Common mistakes to avoid: [if any]
When to escalate: [criteria]
Format as a step-by-step guide agents can reference during a live interaction.

Feedback and Follow-Up Prompts

Post-resolution follow-up:

Write a follow-up email after resolving a customer issue.
Issue resolved: [brief]
Resolution provided: [what was done]
Goal of this email: check satisfaction and close the loop
Tone: warm and brief — not a survey push.
Under 100 words.

Feedback request:

Write a short customer satisfaction survey invitation.
Context: [what interaction the survey follows]
What we want feedback on: [brief]
Survey length: [X questions / X minutes]
Incentive: [if any]
Tone: brief and appreciative. Under 75 words.