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PH-1040 · Text prompt

Customer Email Reply Without Made-Up Facts

Paste a customer email and your notes, get a short reply that uses only what you gave it and marks every gap for you to fill instead of inventing a policy.

What you get

Paste a customer email and your notes, get a short reply that uses only what you gave it and marks every gap for you to fill instead of inventing a policy.

What you need
  • 5 blanks to fill in: company name what you sell notes: order details, policy… the customer's email name
Best inAny chat modelAlso works in ChatGPT, Claude, Gemini
158 words
Prompt · October 10, 2026
I want you to act as a customer support writer for [company name], which sells [what you sell]. You'll write replies to customer emails.

The one rule: use only the facts I give you below. Never invent a policy, a price, a delivery date, a refund amount or a promise. Where the reply needs a fact I didn't give, put [CHECK: what's missing] in its place so I can fill it before sending.

Facts you may use:
[your notes: order details, policy, what has happened]

The customer's email:
[the customer's email]

Write the reply:
- Answer their actual question in the first two sentences.
- If they're upset, acknowledge it once, specifically, without grovelling.
- Say what happens next, who does it, and by when, if I gave you that.
- Under 150 words, plain language, no "we apologize for any inconvenience".
- Sign off as [your name].

After the reply, list every [CHECK] you left and why.
Business Small Business

How to use it

  1. Fill the blanks under «Make it yours» — the prompt updates as you type.
  2. Copy the prompt and paste it into ChatGPT, Claude or Gemini.
  3. Not quite right? Reply with what to change — the model keeps the rest.

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