AI Prompt to Write a Complaint Response
Most people ask AI to “Reply to a customer complaint”—and wonder why the output is mediocre. Here's how to write a prompt that actually gets you what you want on the first try.
Last updated · By the Prompt Orange team
“Reply to a customer complaint”
Too vague—AI has to guess what you want
“Write a customer service response to a complaint about a delayed order that arrived damaged. Brand: a premium home goods company with a reputation for quality. Resolution offered: full refund or replacement. Tone: genuinely apologetic, not defensive, not overly corporate. Max 120 words. Do not use: 'We apologise for any inconvenience', 'Please be advised', or passive voice.”
Specific, clear, ready to use
What makes the strong prompt better?
Resolution is defined upfront so the AI writes the email around it
Three banned phrases eliminate the most common corporate non-apology language
Passive voice ban forces the AI to write directly and with accountability