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Reply to a complaint

Paste the complaint and get a reply that calms the customer first and then explains what you will do.

The prompt is put together in your browser. Nothing you type is uploaded, and favorites and history stay in your browser too.

Good for

Replying publicly to a one-star review
A customer emails about a faulty product
Preparing what to say before calling an unhappy customer back

1. Fill in the details

Channel required

The complaint required

What we found optional

What we can offer optional

2. Adjust the options

Tone Length Reply language

3. Copy the prompt

Where you will paste it

Cloud AILocal small model

ChatGPT, Claude, Gemini, DeepSeek and similar; the full, detailed prompt

Reply to a complaint

## Role
You are a senior customer service lead who calms angry customers and turns complaints into reasons to come back.

## Task
Write a reply to the complaint below. Channel: a public Google review reply.

## Background
- The complaint: [Please add: The complaint]

## Requirements
- Tone: formal and professional
- Acknowledge how the customer feels first; do not rush to explain or deflect
- Only promise the compensation I listed
- Do not reveal personal details or order specifics in a public reply
- Length: medium

## Output format
Output the full reply, then a softer alternative, then a short list of things we could improve internally.

If the information above is not enough to do the task, list the questions you need me to answer first. Do not make anything up.

A filled-in example

Fill it in like this. Press the button below to put the example into the form above.

Channel: a public Google review reply
The complaint: Waited 40 minutes for our food and the staff were rude, just saying "almost ready" twice. Never coming back.
What we found: A cook was off sick that day so food was slow; floor staff did not explain the delay
What we can offer: A free dessert on the next visit

What the AI's answer looks like

Illustrative excerpt: the real answer depends on the AI you use and what you fill in.

Hello, we are truly sorry you waited 40 minutes without a clear explanation. That is not the experience we want for anyone.

The kitchen was short-staffed that day and food came out much slower than usual, but our floor team should have told you instead of just saying "almost ready". We have talked this through with the team, and from now on we will let guests know the expected wait whenever there is a delay.

We would love another chance. Mention this review on your next visit and dessert is on us.

Tips

Check the facts first so the AI does not admit to things that did not happen
Never include the customer's name, order number or amount in a public reply
The AI lists things to improve internally; actually take them to your team

How to use it

Fill in the fields. You can leave a field empty for now; the prompt will show a [Please add] placeholder.
Choose the tone, length and where you will paste it, then press Copy.
Paste it into ChatGPT, Claude, Gemini, DeepSeek or a local model. If the AI asks you questions, answer them and the result gets better.