Reply to a customer complaint or bad review

This prompt acts as a customer experience manager. You paste the complaint or review, and it writes a reply that apologises sincerely without excuses and addresses the specific issue.

text-customer-reply — chatgpt — 70 words

Act as a customer experience manager for [BUSINESS, e.g. my home bakery]. Write a reply to this customer complaint or review:

[PASTE COMPLAINT OR REVIEW]

Apologise sincerely without making excuses, address their specific issue, explain what we'll do — [FIX, e.g. a free replacement / refund] — and invite them to contact us directly. Warm, human, and under 100 words. Give me a public reply and a private message version.

Edit in the builder Copy & open ChatGPT ↗Copy & open Gemini ↗Copy & open Claude ↗

Reply to public reviews within a day — future customers read your responses.

Get a better result

What you will get

Two replies to a complaint or bad review, a public one and a private message, each warm, human and under 100 words, with a sincere apology, no excuses, the fix you offer and an invitation to contact you directly.

Common mistake

The apology sounds like a template.

Fix: Paste the actual complaint and add “mention one specific detail from their message”. Specific replies read as human.

Also watch for

The public reply promises more than you can deliver. Fill in the fix with something you will really offer, such as a free replacement, and promise nothing else.
Personal details appear in the public version. Say “public reply: no names, order numbers or contact details; move those to the private message”.

Try a variation: unfair review

For a review that is wrong, add “politely give our side in one sentence, without arguing, and thank them for the feedback”. Future customers read the tone as much as the facts.

Still not right? Reply with this

Mention one specific detail from their message, promise only the fix I named, and keep names and order numbers out of the public reply.