Charleston AI Playbook

Directory / Prompts / Customer service & reviews

Complaint note for the person who will handle it

Updated

Problem it solves

The complaint is a long thread. The person who can fix it needs the ask, the fact, and what has already been promised.

Best tool

  • ChatGPT (free chat)
  • Claude (free chat)
  • Gemini (free chat)
  • Copilot (free chat)

The free chat is enough for one draft. ChatGPT, Claude, Gemini, and the free Microsoft Copilot chat can each do this. A paid plan only helps if you hit a usage limit. Copilot inside Word, Excel, or Outlook is a separate paid Microsoft 365 feature. You do not need it to try this once.

Copy-paste prompt

Turn this complaint into an internal note for the person who will handle it. Include: what they want, what we already promised, and what is still unknown. Do not draft a customer reply that offers money. Do not include a full account number.

Complaint, with the name removed: [paste]
Promises already made: [list or "none"]

Replace every [bracket]. If you cannot fill one, delete that line.

Example output

A usable draft is an internal note with the ask, the promises, and the gaps. It is not the reply to the customer.

Tips

  • A person sends the customer reply. This prompt stops before the offer.
  • If nobody has promised anything, keep that line as none. Do not let the draft assume a refund.

Time saved

Estimate: summarizing one thread is a few minutes. The resolution is separate and is not estimated here.

How to use it

  1. Copy the prompt. Copy the prompt on this page into a free chat.
  2. Fill every bracket. Replace each [bracket] with a fact from your own notes. If you cannot fill one, delete that line instead of guessing.
  3. Edit before you use it. Read the draft against your notes. Delete any price, date, name, or promise you did not supply. You decide what gets sent.

Where this came from

  • Original to this library.