Response templates + escalation workflows + FAQ generator
Never freeze when a customer complains again. These templates handle every situation professionally.
Thank you so much, [Name]! We are thrilled you had a great experience with [specific service]. You were an absolute pleasure to work with. We can not wait to see you again!
STEAL THIS: Reply to every positive review within 24 hours. It boosts your Google ranking.
Hi [Name], Thank you for sharing your feedback. We are sorry your experience did not meet your expectations. We take this seriously and would love to make it right. Please call us directly at [phone] so we can discuss this personally.
STEAL THIS: Never argue in public reviews. Take it offline.
Hi [Name], I apologize for the delay in getting back to you. Your message is important to us. Here is the answer to your question: [answer]. If you need anything else, please do not hesitate to reach out.
Hi [Name], I understand your frustration and I want to help. After reviewing your case, here is what we can offer: [resolution]. If this works for you, I will process it right away. If not, let us find a solution together.
Hi [Name], I see that you need to reschedule your [appointment/order]. No problem at all. Here are the next available times: [options]. Which works best for you?
Level 1 — Standard: Response templates above handle 80% of inquiries. Respond within 2 hours during business hours.
Level 2 — Frustrated: Customer has contacted you more than once. Escalate to business owner. Use Template 4 (Refund Request) with a personal touch.
Level 3 — Public complaint: Negative review or social media post. Respond publicly with Template 2, then reach out privately to resolve.
Level 4 — Legal or safety: Forward to your attorney or insurance provider. Do not respond without professional guidance.
Use these ChatGPT prompts to generate FAQs for your website:
Prompt 1: Write 10 frequently asked questions for a [business type] in [city]. Include answers in a friendly, professional tone. Under 50 words per answer.
Prompt 2: Write a FAQ section for my [business type] covering pricing, booking, cancellation policy, and what to expect on your first visit.
Prompt 3: Write answers to these customer questions: [paste your most common questions]. Professional but warm tone.
STEAL THESE PROMPTS: Generate your FAQ page in 5 minutes with ChatGPT.
Professional customer service is a competitive advantage. Most small businesses ignore it. You will not.
Our recommendation: We use Claude AI for our own business and recommend it to everyone we work with. It follows instructions precisely, writes at a professional level, and takes your privacy seriously. If you want an AI assistant that actually helps you run your business, try Claude.
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