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Text & chat prompt

Reply to a customer complaint or bad review

Reply to a customer complaint or bad review: a free, copy-paste prompt for ChatGPT, Gemini and Claude. Paste the prompt and replace each [BRACKETED] field with your own details.

Text & chatChatGPTGeminiClaude

The prompt

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.
Copy & open ChatGPTCopy & open GeminiCopy & open Claude Customise in the builder

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

How to use this prompt

  1. Open ChatGPT and start a new chat.
  2. Paste the prompt.
  3. Replace each [BRACKETED] field with your real details and paste in your own text where asked.
  4. Reply with follow-ups such as "make it shorter" or "make it sound more like me".

Prompt at a glance

Category
Text & chat
Works with
ChatGPT · Gemini · Claude
Length
70 words
Fields to fill in
BUSINESS, PASTE COMPLAINT OR REVIEW, FIX
Last updated

Frequently asked questions

Which AI tools work with this prompt?

It is written for ChatGPT, Gemini and Claude. Paste it into your preferred tool and adjust the wording if the result is off.

What do I need to fill in?

Replace these fields before you send it: BUSINESS, PASTE COMPLAINT OR REVIEW, FIX. Each field shows an example in the prompt.

Should I paste private information into the prompt?

Only what the task needs. Remove names, contact details and other sensitive data before pasting a resume or document into any AI tool.

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