Updated: 4 November 2026

Customer support reply templates

This prompt creates a set of eight support replies for your business type, covering common cases such as order delays.

text-support-reply-templates — chatgpt — 55 words

Create a set of eight customer support reply templates for [BUSINESS TYPE].

Cover: order delay, wrong item, refund request, product question, service outage, feature request, angry customer and a request to close a resolved ticket. Each one should be under 90 words, empathetic, state the next step clearly and include [PLACEHOLDERS] for names and details.

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

Personalise the first line every time so templates never read like templates.

Get a better result

What you will get

Eight reply templates under 90 words each (delay, wrong item, refund, product question, outage, feature request, angry customer, closing a solved ticket), each kind, clear about the next step and with placeholders.

Common mistake

The templates promise things your policy does not allow.

Fix: Paste your real refund and delivery rules first and ask it to stay inside them, such as “refunds within 5 working days”.

Also watch for

The angry-customer reply is over-apologetic. Ask for one clear apology, then the facts and the next step. Five apologies in a row read as a script.
The outage reply guesses a fix time. Ask for wording that says when the next update will come instead of when it will be fixed.

Try a variation: add a chat version

Ask for a two-sentence chat version of each template, for live chat where long replies feel slow.

Still not right? Reply with this

Add a first line to each template with a blank for something personal, such as the customer’s name and the item they bought.