PromptBase
🤖 GPT
"Responding to Customer Complaints" is a prompt that uses a six-step system to craft empathetic responses to customer complaints. The system includes empathy, apology, investigation, resolution, timeframe, and follow-up. It streamlines customer service, minimizes negative reviews, and improves conflict resolution skills in personal and professional settings.
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Over 1 month ago
Prompt Details
Model
Chat - GPT-3.5 (gpt-3.5-turbo)
Token size
220 ($0.00040 / call)
Example input
COMPLAINT = ‍"This item was sent to an inmate in a prison facility. I have recently placed two orders. One for "Fall 2022," and this order for "Summer 2022." I was informed today by the recipient that the item he received today was a duplicate of "Fall 2022" and not the "Summer 2022" issue. Please let me know what I can do to get him the accurate "Summer 2022" edition that I ordered. Thanks!"
Example output
Dear [Customer’s Name],
I am sorry to hear about the inconvenience and frustration that you are experiencing with your recent order. I can only imagine how disappointing it must be to receive a duplicate issue instead of the one that you had ordered.
First and foremost, I want to express my sincerest apologies for any inconvenience that we may have caused. I understand that receiving a duplicate item is not what you expected or deserved. I would like to assure you that we take this matter very seriously and are committed to resolving this issue for you as soon as possible.
To start, I would like to investigate this issue further and determine how this mistake occurred. I would appreciate it if you could please provide me with your order number and the name of the recipient so that I can look into this matter more closely.
In terms of resolution, we want to make this right for you. As a first step, we would like to offer you a full refund for the duplicate issue that you received. Additionally, we will ensure that the correct "Summer 2022" issue is delivered to the recipient as soon as possible, at no additional cost to you.
I understand that this may have caused some inconvenience to you and your recipient, so we will make every effort to expedite the resolution of this issue. I would like to assure you that we take your satisfaction seriously, and we want to make sure that you are completely satisfied with your experience.
Please let me know if you have any further questions or concerns. I am available to assist you in any way that I can.
Thank you for your patience and understanding as we work to resolve this issue for you.
Best regards,
[Your Name]
Customer Service Professional