Customer Service prompts

Write a text message from a [BUSINESS_TYPE] to a customer named [CUSTOMER_NAME] requesting a Google review after completing [SERVICE_PERFORMED]. Requirements: - Maximum 160 characters (fits in one SMS) - Conversational, not corporate - Include a direct link placeholder: [GOOGLE_REVIEW_LINK] - Don't use the word "review" as the opener — leads with value first - Sound like a real person, not a marketing bot Write 5 variations with different opening hooks.

Write customer service email/message replies for a [BUSINESS_TYPE] handling the following scenario: Scenario: [CUSTOMER_COMPLAINT_OR_QUESTION] Business context: - Business type: [BUSINESS_TYPE] - Your policy on this issue: [YOUR_POLICY] - What you can offer: [WHAT_YOU_CAN_OFFER] - Tone: [DESIRED_TONE] (e.g., warm and apologetic, firm but fair, empathetic) Write 3 reply variations: 1. When you're fully at fault — own it completely, make it right 2. When it's a shared issue — acknowledge, explain briefly, offer solution 3. When the customer is wrong — stay kind but hold your position professionally Each reply should: - Start with acknowledging their feeling, not defending yourself - Be under 200 words - Offer a specific next step (not "we'll look into it") - End on a positive, resolution-focused note - Sound like a human, not a policy manual

Write response templates for negative reviews left for [BUSINESS_TYPE]. Business details: - Business type: [BUSINESS_TYPE] - Your brand voice: [BRAND_VOICE] - Your general complaint resolution policy: [POLICY] Write response templates for these 5 common scenarios: 1. Bad food/product quality complaint 2. Slow or poor service complaint 3. Pricing complaint ("too expensive") 4. Wrong order / mistake on your end 5. Rude staff complaint (real or perceived) For each response: - Under 150 words - Acknowledge the specific complaint (no generic "we're sorry you feel that way") - Take accountability (even when the customer is partly wrong) - Offer a specific resolution path - Move the conversation offline (email or phone) - End on a hopeful, human note - Never get defensive, sarcastic, or dismissive Also: write a 1-paragraph policy for when NOT to respond (fake reviews, competitor attacks, abusive reviews)

Write a win-back email from [SENDER] at [BUSINESS_NAME] to a [CUSTOMER_TYPE] who hasn't [ENGAGEMENT] in [TIME_PERIOD]. Context: - Sender: [SENDER] - Business: [BUSINESS_NAME] - Customer type: [CUSTOMER_TYPE] - What they stopped doing: [ENGAGEMENT] - Time since last contact: [TIME_PERIOD] - Possible reason they left: [POSSIBLE_REASON] - What's new or improved: [WHATS_NEW] - Win-back offer (if any): [OFFER] Write 3 versions: 1. Genuine check-in: No offer, just a human reconnection — "we noticed you haven't been in, is everything okay?" 2. Value-led: Lead with something new, useful, or exciting that might re-engage them 3. Offer-led: Direct win-back offer with a short deadline Rules for all three: - Subject line cannot start with "We miss you" (overused) - Reference their past relationship specifically if possible - Under 120 words - Make it easy to respond (a yes/no question works) - Never guilt them for leaving

Write an apology email from [BUSINESS_NAME] to [CUSTOMER_NAME] regarding [WHAT_WENT_WRONG]. Situation: - Business: [BUSINESS_NAME] - Customer name: [CUSTOMER_NAME] - What went wrong: [WHAT_WENT_WRONG] - Expected date vs. actual date: [DATES] - Why it happened: [REASON] - Can you share the reason honestly? [SHARE_REASON] (yes/no) - What you're doing to fix it: [FIX] - Compensation being offered: [COMPENSATION] Write 2 versions: 1. Product/delivery late: shipping delay, manufacturing issue, or stockout 2. Service/project late: deadline missed on consulting, creative, or contractor work For each: - Open with the acknowledgment, not an excuse - Be specific about the delay (don't be vague) - Explain briefly if the reason is shareable — don't hide behind "circumstances" - State exactly what you're doing to resolve it - Offer a genuine remedy (not just "sorry for the inconvenience") - Give a new concrete timeline or date - End with a commitment, not empty reassurance

Write a 3-message appointment reminder sequence the owner of [BUSINESS_NAME], a [BUSINESS_TYPE], can send to [CUSTOMER_NAME] for a booked appointment. Appointment details: - Business name: [BUSINESS_NAME] - Business type: [BUSINESS_TYPE] - Customer first name: [CUSTOMER_NAME] - Appointment type: [APPOINTMENT_TYPE] - Date: [APPOINTMENT_DATE] - Time: [APPOINTMENT_TIME] - Where they go, or the video link: [LOCATION_OR_LINK] - Rebook or reschedule path: [REBOOK_LINK] (a real URL, or the exact phrase "reply to this message" if there is no link) - Cancel or reschedule window, or "none": [POLICY_NOTE] - Sender first name: [SENDER_NAME] Write all 3 messages now. Messages 1 and 2 go out before the appointment. Message 3 is written now but sent only if they no-show. 1. Email, about 24 hours before. Two subject-line options, then the body. Under 120 words. 2. SMS, the morning of the appointment. If the appointment is before 10 a.m., time this for about 2 hours before instead of a generic morning text. One message. Under 160 characters when the name, time, and reschedule path fit. 3. No-show recovery. Choose email or SMS and label which one. Under 100 words. One clear rebook path. Send only if they missed the appointment. Message 1 (email) must: - Put [APPOINTMENT_TYPE], [APPOINTMENT_DATE], [APPOINTMENT_TIME], and [LOCATION_OR_LINK] in the first two sentences. - Give one step to confirm or reschedule. If [REBOOK_LINK] is a URL, that URL is the step. If [REBOOK_LINK] is blank or "reply to this message", tell them to reply to this email. Do not invent a booking link, a phone tree, or a second CTA. - Sound like [SENDER_NAME] at [BUSINESS_NAME]. Owner or front desk. Not a booking app, not a spa ad. - Mention [POLICY_NOTE] once, in one sentence, only when a real cancel or reschedule window was provided. Message 2 (SMS) must: - Lead with the time and [APPOINTMENT_TYPE]. - Include how to cancel or reschedule in the same text: the [REBOOK_LINK] URL, or "Reply to cancel or reschedule" when there is no link. - Stay under 160 characters when the facts fit. If they do not fit, drop the street address before you drop the time or the cancel/reschedule line. Do not drop either of those. - No marketing sentence, offer, emoji, or "we can't wait to see you". Message 3 (no-show recovery) must: - State that the appointment time passed and they were not there. No guilt, no shame, no "you wasted the slot", no "we held this for you". - Offer exactly one rebook path: the [REBOOK_LINK] URL, or reply to this message if there is no link. - Say, in the output label, that this message is sent only if they no-showed. Do not tell the customer to ignore it. Do not pre-schedule it. - Do not also ask for a review, a referral, or a reason. Rules for every message: - Use [CUSTOMER_NAME]. - If [POLICY_NOTE] is blank or "none", do not invent a cancellation fee, no-show fee, deposit, or a deadline. Do not write "no fee" either. Leave policy out entirely. - If [POLICY_NOTE] states a real fee, mention that fee only in the no-show message, once, in the words given. Do not add a fee to the reminder email or the SMS. - No "I hope this finds you well", "just a friendly reminder", "just circling back", fake urgency ("last chance", "spots are filling up", "act now"), or spa marketing ("pamper yourself", "your glow awaits", "treat yourself", "we can't wait"). - No upsell. - Sign email with [SENDER_NAME] and [BUSINESS_NAME]. SMS can skip a formal sign-off. Put [BUSINESS_NAME] once in the SMS. Output in this order: EMAIL (~24 hours before): SUBJECT A / SUBJECT B, then the body. SMS (morning of, or ~2 hours before if the appointment is before 10 a.m.): the text, then the character count. NO-SHOW RECOVERY (send only if they missed — do not send if they cancelled): email or SMS, then the message. A one-line note on whether a cancel window or fee was included, based on [POLICY_NOTE].

Write a missed-call text-back the owner of [BUSINESS_NAME], a [BUSINESS_TYPE], can send after someone calls and nobody picks up. This is an inbound call you missed. It is not a reminder for a booked appointment, and it is not a no-show note for someone who failed to arrive. Context: - Business name: [BUSINESS_NAME] - Business type: [BUSINESS_TYPE] - Caller first name, or "unknown": [CALLER_NAME] - What they called about, only if you actually know, or "unknown": [CALL_REASON] - The one way they should reach you: [CALLBACK_PATH] (a phone number to call, a booking URL, or the exact phrase "reply to this text") - Sender first name: [SENDER_NAME] Write both messages now. The owner sends the SMS. The email is written now and sent only under the rules below. Do not write a third message. 1. SMS, within about 15 minutes of the missed call. One message. Under 160 characters when the name and callback path fit. 2. Email, later the same calendar day, only if they have not replied to the text and you have not already spoken. Two subject-line options, then the body. Under 110 words. The SMS must: - Sound like [SENDER_NAME] at [BUSINESS_NAME] texting from the shop. Not a call center, not an autoresponder, not a marketing blast. - Say you missed their call, in one short sentence. No "we apologize for any inconvenience", no "your call is important to us", no "sorry for the delay in getting back to you". - If [CALLER_NAME] is a real first name, use it once. If [CALLER_NAME] is blank or "unknown", do not invent a name and do not write "Hi there", "friend", or "valued customer". Open with "This is [SENDER_NAME] at [BUSINESS_NAME]." - If [CALL_REASON] is a real reason from voicemail or from something you already know, mention it in one short clause. If [CALL_REASON] is blank or "unknown", do not guess why they called. Do not write "about your quote", "about your appointment", "how can we help", or any other assumed job. - Use exactly one CTA, taken only from [CALLBACK_PATH]: - If [CALLBACK_PATH] is a phone number, the only ask is to call that number. - If [CALLBACK_PATH] is a URL, the only ask is to book at that URL. Put the URL in the text. Do not also ask them to call. - If [CALLBACK_PATH] is blank or "reply to this text", the only ask is to reply to this text so you can call them back. - Do not offer a second path. No "or book online", no "or reply with a time", no "or call the office", no "whichever is easier". - Put [BUSINESS_NAME] in the text once and [SENDER_NAME] once. - No emoji, discount, coupon, review ask, referral ask, or "we can't wait to hear from you". - Stay under 160 characters when the facts fit, counting every character including spaces. If they do not fit, drop [CALL_REASON] before you drop the callback path. Never drop the callback path. If a long URL still will not fit in 160, keep the missed-call line and the URL and stop at 320 characters. Do not add filler to use the extra room. The email must: - Repeat the same single CTA. Do not add a phone number, booking link, or reply ask that was not in [CALLBACK_PATH]. - If [CALLBACK_PATH] is a URL, put that URL on its own line. If it is a phone number, write the number in the body. If it is "reply to this text", tell them to reply to the text you already sent. Do not invent an email-only path. - Open by saying you missed their call and already texted. Do not re-explain the business. - If [CALLER_NAME] is a real first name, use it. If it is blank or "unknown", start with "Hi," and do not invent a name. - Mention [CALL_REASON] only when it is a real reason. Otherwise leave the reason out. - Sound like [SENDER_NAME]. Sign off with [SENDER_NAME] and [BUSINESS_NAME]. - Under 110 words. - No "I hope this email finds you well", "just circling back", "just checking in", "touch base", "per my last text", "following up on my text", fake urgency, or a second ask. - Do not ask why they called, and do not ask for a review or a referral. Rules for both messages: - Do not invent a phone number, booking link, fee, coupon, office hours, or callback window. - Do not mention a missed-call fee or a charge for calling back. - They called you. Do not scold them. Apologize at most once, in plain words ("I missed your call"), not a corporate apology. - No newsletter footer, unsubscribe line, or legal disclaimer. - If you only see the missed call later, send the text as soon as you see it. Still send at most one email later that same day, and only if they have not replied. Do not turn this into a next-day or day-2 sequence. Output in this order: SMS (send within about 15 minutes): the text, then the character count. EMAIL (same day, only if they have not replied to the text and you have not already spoken): SUBJECT A / SUBJECT B, then the body. A one-line send guide: text within about 15 minutes; email later the same day only if there is no reply and you have their email address. If you do not have an email, skip the email. Do not send a third message. A one-line note on which CTA was used, based on [CALLBACK_PATH].

Write a no-show rebook sequence the owner of [BUSINESS_NAME], a [BUSINESS_TYPE], can send after a client misses a booked appointment. This is after the appointment. They had a slot on the book and did not show, or they cancelled too late to fill it. It is not a reminder before the appointment. It is not a missed-call text-back. It is not a follow-up on a quote or estimate. It is not an invoice or a payment reminder. Do not ask them to confirm a visit that has not happened yet. Context: - Business name: [BUSINESS_NAME] - Business type: [BUSINESS_TYPE] - Client first name, or "unknown": [CLIENT_NAME] - What the appointment was for, or "unknown": [SERVICE] - Date and time of the missed appointment: [APPOINTMENT_DATE_TIME] - The one way they rebook: [BOOKING_PATH] (a phone number, a booking URL, or the exact phrase "reply to this message") - No-show or late-cancel policy you already use, or "none": [FEE_OR_POLICY] - Sender first name: [SENDER_NAME] Write all 3 messages now. Send them only on the schedule below, and only while they have not replied and have not rebooked. Stop the sequence the moment they reply or rebook. Do not write a fourth message. 1. SMS, the same day after the appointment time has passed, once you know they did not show. If the appointment was after 4 p.m., or you only notice the miss the next morning, send this SMS the next morning instead. One message. Under 160 characters when the name, service, time, and booking path fit. 2. Email, the day after the SMS, only if they are still quiet and you have their email. Two subject-line options, then the body. Under 120 words. 3. Final close, about 3 days after the missed appointment, only if still quiet. Choose email or SMS and label which one. One clear rebook-or-pass ask. Under 80 words if email, under 160 characters if SMS. The SMS must: - Sound like [SENDER_NAME] at [BUSINESS_NAME] texting from the shop after a missed visit. Not a booking app, not a call center, and not a reminder for an appointment that is still ahead. - If [CLIENT_NAME] is a real first name, use it once. If [CLIENT_NAME] is blank or "unknown", do not invent a name and do not write "Hi there", "friend", or "valued customer". Open with "This is [SENDER_NAME] at [BUSINESS_NAME]." - Say they missed the appointment. Name [SERVICE] when that is a real service. If [SERVICE] is blank or "unknown", say "your appointment" and do not invent a treatment, a job, or a reason they came in. - Include [APPOINTMENT_DATE_TIME] so they know which slot. Do not change the date or time. - Use exactly one CTA, taken only from [BOOKING_PATH]: - If [BOOKING_PATH] is a phone number, the only ask is to call that number to rebook. - If [BOOKING_PATH] is a URL, the only ask is to rebook at that URL. Put the URL in the text. Do not also ask them to call or reply. - If [BOOKING_PATH] is blank or "reply to this message", the only ask is to reply to this text with a day that works. - Do not offer a second path. No "or call", no "or book online", no "whichever is easier". - Do not mention [FEE_OR_POLICY] in the SMS. - Put [BUSINESS_NAME] in the text once and [SENDER_NAME] once. - No emoji, discount, coupon, review ask, referral ask, or "we held this for you". - Stay under 160 characters when the facts fit, counting every character including spaces. If they do not fit, drop [SERVICE] before you drop [APPOINTMENT_DATE_TIME] or the booking path. Never drop the booking path or the fact that they missed the appointment. If a long URL still will not fit in 160, keep the missed-appointment line and the URL and stop at 320 characters. Do not add filler to use the extra room. The email must: - Open by naming the missed appointment: [SERVICE] when known, and [APPOINTMENT_DATE_TIME]. State that they did not make it, or that the cancellation came too late to fill the slot, matching what actually happened. Do not guess a reason they missed it. - Repeat the same single CTA from [BOOKING_PATH]. Do not add a phone number, booking link, or reply ask that was not in [BOOKING_PATH]. - If [BOOKING_PATH] is a URL, put that URL on its own line. If it is a phone number, write the number in the body. If it is blank or "reply to this message", tell them to reply to this email with a day that works. - If [FEE_OR_POLICY] is a real no-show or late-cancel rule you already charge or already told them, mention it once, in those words, as a fact. Do not add shame, a lecture, or a new amount. If [FEE_OR_POLICY] is blank or "none", do not invent a fee, a deposit, a forfeiture, or a deadline. Do not write "no fee" either. Leave policy out of every message. - If [CLIENT_NAME] is a real first name, use it. If it is blank or "unknown", start with "Hi," and do not invent a name. - Sound like [SENDER_NAME]. Sign off with [SENDER_NAME] and [BUSINESS_NAME]. - Under 120 words. - No "I hope this email finds you well", "just circling back", "just checking in", "just following up", "touch base", "per my last text", "we missed you", "your glow awaits", "we can't wait to see you", or a stacked apology that turns into guilt. - No guilt: no "you wasted the slot", "someone else could have had this time", "we held this for you", "this hurts a small business", or "please respect our time". - No fake scarcity: "last chance", "spots are filling up", "act now", "only a few openings left". - No discount for missing, and no upsell. The final close (about 3 days after the missed appointment) must: - Be one short email or one short SMS. Label which. If email, give two subject-line options, then the body, under 80 words. If SMS, under 160 characters, and print the character count. - Close the loop without guilt. No "I hate to bother you", no "I'll assume you don't want to come back" as a threat, and no shame. - One decision ask, not two destinations. The rebook half uses only [BOOKING_PATH]. The pass half is a reply on this same message ("reply pass"). Do not add a phone number if the path is a URL, and do not add a URL if the path is a phone number. - If [BOOKING_PATH] is a phone number, the ask is call that number to rebook, or reply pass to leave it. - If [BOOKING_PATH] is a URL, the ask is rebook at that URL, or reply pass to leave it. - If [BOOKING_PATH] is blank or "reply to this message", the ask is reply with a day to rebook, or reply pass to leave it. - Say that either answer is fine. - Do not repeat [FEE_OR_POLICY]. Do not invent a new deadline for this message. - Do not ask why they missed it. Do not ask for a review or a referral. - Say, in the output label, that this message is sent only if they are still quiet about 3 days after the missed appointment. Do not tell the customer to ignore it. Rules for every message: - Do not invent a fee, a discount, a coupon, office hours, a phone number, or a booking link. - Do not turn this into a payment reminder. Do not say invoice, balance, overdue, or "payment is due" unless [FEE_OR_POLICY] is a real fee and you are stating that policy once in the email. - Do not write a pre-appointment reminder. The slot already passed. - Do not treat this like a missed phone call. They were booked and did not arrive. - No emoji. No newsletter footer. No unsubscribe line. - If you notice the no-show later than the same day, send the next unsent message in the sequence, not all three at once. Never send more than one of these on the same day. Output in this order: SMS (same day after the missed slot, or next morning if the appointment was after 4 p.m. or you only saw it then): the text, then the character count. EMAIL (the day after the SMS, only if still quiet and you have their email): SUBJECT A / SUBJECT B, then the body. FINAL (about 3 days after the missed appointment, only if still quiet): email or SMS, then the message. A one-line send guide: text the same day, or the next morning when the miss was late or you only saw it then; email the next day if still quiet and you have their email; one close about 3 days after the miss if still quiet. Stop if they reply or rebook. If you do not have an email, skip the email and use SMS for the close. A one-line note on which CTA was used, based on [BOOKING_PATH], and whether a fee or policy was included, based on [FEE_OR_POLICY].