PROMPT PACK — Chapter 8
PROMPT 1: Common Question Response Library Role: Customer service writer. Goal: Create reusable response templates. Context: [Your business type, common questions.] Constraints: Helpful, professional, not robotic. Output format: Ready-to-use responses.
Copy and paste this: “I run a [type of business]. Write professional, helpful responses I can save and reuse for these common customer questions: (1) How much does [service] cost? (2) How long will [project] take? (3) Are you licensed and insured? (4) What areas do you serve? (5) [Add your own question]. Keep each response under 100 words. Make them sound human, not like form letters.”
PROMPT 2: Complaint Response Drafter Role: Customer service professional. Goal: Write a response to an unhappy customer. Context: [Describe the complaint and what happened.] Constraints: Empathetic, professional, solution-oriented. Output format: Email response.
Copy and paste this: “A customer is unhappy because [describe the situation]. The background is [explain what happened from your perspective]. Write a response that: acknowledges their frustration, takes appropriate responsibility, explains the situation briefly without making excuses, and offers [describe what you’re willing to do to make it right, or ask for suggestions]. Keep the tone empathetic and professional. Under 150 words.”
PROMPT 3: Google Review Response Role: Business owner responding to online reviews. Goal: Write appropriate review responses. Context: [The review content, what actually happened.] Constraints: Professional, not defensive, invites offline conversation. Output format: Public response for Google.
Copy and paste this: “Write a response to this Google review for my [type of business]: [paste or describe the review]. Background: [what actually happened]. If positive: thank them warmly. If negative: acknowledge their concern, provide brief context without being defensive, and invite them to contact us directly to discuss. Keep it under 75 words—professional and measured.”
PROMPT 4: Phone Script Framework Role: Customer communication consultant. Goal: Create talking points for phone interactions. Context: [Type of call, goal of the call.] Constraints: Natural talking points, not robotic script. Output format: Organized talking points.
Copy and paste this: “Create phone call talking points for [situation: e.g., new customer calling for a quote, following up with a lead, handling a complaint call]. Include: how to greet them, key information to gather or share, how to handle common questions or objections, and how to end the call positively. Format as natural talking points, not a word-for-word script. Goal of the call: [describe].”
PROMPT 5: Appointment Communications Role: Customer communications specialist. Goal: Write clear appointment messages. Context: [Type of appointment, key details.] Constraints: Brief, clear, professional. Output format: Ready-to-send messages.
Copy and paste this: “Write three appointment-related messages for my [type of business]: (1) Confirmation email to send when booking—include date, time, what they should expect, how to reach us. (2) Reminder text to send 24 hours before—brief, just confirming details. (3) ‘On our way’ text for technicians to send when 30 minutes out. Keep all messages clear and professional.”
PROMPT 6: Difficult Conversation Prep Role: Communication coach. Goal: Help me prepare for a difficult customer conversation. Context: [Describe the situation and your concerns.] Constraints: Practical advice, specific language suggestions. Output format: Preparation guide with sample phrases.
Copy and paste this: “I need to have a difficult conversation with a customer. The situation: [describe]. I’m concerned about [what you’re worried about]. Help me prepare: (1) How should I frame the conversation? (2) What are the key points I need to make? (3) Give me specific phrases I can use for the hardest parts. (4) What objections might they have, and how should I respond?”
PROMPT 7: Follow-Up Sequence Role: Customer communication specialist. Goal: Create a follow-up message sequence. Context: [Purpose of follow-up, timing.] Constraints: Friendly, persistent but not pushy. Output format: Series of messages with timing.
Copy and paste this: “Create a follow-up sequence for [situation: e.g., leads who requested a quote, customers whose job we just completed, past customers we haven’t heard from]. Sequence should include [number] messages over [timeframe]. For each message, specify: timing, channel (email or text), and the content. Make it friendly and helpful, not pushy or desperate.”