40 Response Templates + Setup Guide
Stop writing the same customer service replies from scratch. This playbook gives small business owners 40 ChatGPT-powered response templates covering every common situation — refunds, complaints, delays, reviews, and upsells — plus a 15-minute setup guide to build your own custom GPT.
Real samples from inside the product. What you see is what you get.
Prompt: "Draft a response to a customer requesting a refund for [PRODUCT/SERVICE]. They purchased [X days] ago and their reason is [REASON]. Our policy is [POLICY]. Tone: empathetic but firm. Acknowledge their frustration first. State the policy clearly. Offer [ALTERNATIVE: store credit / exchange / partial refund] as a bridge. End with an open door for further conversation. Max 120 words."
Prompt: "Write a public response to a [1-star / 2-star] review that says: '[PASTE REVIEW TEXT]'. Response rules: (1) Thank them for feedback — no defensiveness. (2) Acknowledge the specific issue they mentioned. (3) Offer a concrete resolution: [CONTACT EMAIL / REPLACEMENT / REFUND]. (4) Keep it under 80 words — other customers are reading this. (5) End with your name/position. Do not argue. Do not over-apologize."
AUTOMATE (use ChatGPT template) if: • Standard FAQ (hours, pricing, shipping times) • First refund request under $50 • Positive review thank-you • Order status update GO HUMAN if: • Second contact about the same issue • Refund request over $50 or outside policy • Threat of chargeback or legal action • Emotional/distressed tone (words like "devastated," "furious," "ruined") • Any media or public escalation threat