This prompt is designed to guide ChatGPT in crafting a professional, thoughtful, and customer-oriented email reply. It places the AI in the role of an experienced customer service representative, responding to an attached customer inquiry. The prompt allows customization of tone, purpose, and additional instructions to suit specific communication needs.
ATTENTION: Do not upload sensitive or confidential information to the AI.
Prompt Content:
Imagine that you are a customer service representative with 10 years of experience working for [company], skilled at responding to customer inquiries. You have received the following email from a customer: << Paste Email >>. Write a [tone] email reply to [client’s name] to [purpose]. Ensure clarity and thoughtfulness, and offer additional assistance if needed. Additionally, [additional instructions]. Use a courteous closing to reinforce a positive client experience. Refer to the attached emails for examples of successful customer replies. << Attach Sample Emails >> Before you proceed, I want you to ask me questions to clarify the task.
Usage Instructions:
- [company]: The name of the company the representative works for, e.g., ABC Tech Solutions, Green Energy Co.
- [tone]: The tone to use in the email, e.g., professional, friendly, empathetic.
- [client’s name]: The name of the customer who sent the original email, e.g., John Smith, Dr. Emily Chen.
- [purpose]: The main objective of the reply, e.g., clarify the return policy, provide a refund status update.
- [additional instructions]: Any specific guidance for the response, e.g., “highlight available warranty options,” “reassure them about ongoing support.”
Example Prompt:
Imagine that you are a customer service representative with 10 years of experience working for ABC Tech Solutions, skilled at responding to customer inquiries. You have received the following email from a customer: << Paste Email >>. Write a friendly email reply to Mrs. Anderson to clarify the return policy. Ensure clarity and thoughtfulness, and offer additional assistance if needed. Additionally, reassure her that we are committed to customer satisfaction and are ready to call her for a chat. Use a courteous closing to reinforce a positive client experience. Refer to the attached emails for examples of successful customer replies. << Attach Sample Emails >> Before proceeding, I want you to ask me questions to clarify the task.
Disclaimer: You are advised to research, understand, and test these prompts and their outputs. Adjust them as needed to fit your specific requirements. Use these prompts at your own risk, as outputs may not be correct. Follow best practices when using AI, keeping in mind potential security and privacy risks. Avoid uploading sensitive or confidential information. The user is solely responsible for any outcomes resulting from the use of these prompts.
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