At work · Sample

AI customer-support replies

Turn a messy customer message into a fast, on-brand answer in seconds — and walk away with a reusable macro you can save and fire off forever. One prompt. Two outputs. Zero blank pages.

◆ Copy-paste prompt ◆ ~2 min ◆ ChatGPT · Claude · Gemini
The problem

Support eats your day one reply at a time

Every ticket feels new. You re-type the same refund, the same "sorry for the wait," the same how-to — but slightly different each time, so the tone drifts and slow replies pile up. The answers are already in your head. You just keep rebuilding them from scratch.

⏱️

Slow first response

Customers wait while you find the right words. The longer they wait, the angrier the next message.

🎭

Tone drifts

Tired-you writes colder than fresh-you. Your brand voice quietly slips reply by reply.

🔁

Same answers, retyped

Refunds, shipping, resets — the same 20 questions, rewritten from zero every single time.

📚

No reusable library

Great replies vanish into the outbox instead of becoming saved macros the whole team can reuse.

The prompt

One prompt. Paste your ticket. Get a reply and a macro.

Fill the [brackets] once with your business details, then paste any incoming message under it. The AI answers the customer in your voice — and saves you a clean reusable template for next time.

◈ support-reply.prompt
You are the senior customer-support writer for [BUSINESS NAME], a [what you sell / industry].
You write replies that are fast, warm, and unmistakably on-brand.

BRAND VOICE: [e.g. friendly, plain-spoken, a little playful — never corporate or robotic].
KEY FACTS you may use (do not invent anything beyond these):
- Refund / return policy: [policy in one line]
- Shipping / delivery: [times + regions]
- Support hours & channels: [hours, email/WhatsApp/chat]
- Anything else agents repeat daily: [warranty, resets, booking, etc.]

RULES:
1. Read the customer's message below and identify: (a) their core ask, (b) their emotion, (c) whether we owe an apology.
2. Reply in our brand voice. Lead with the answer or next step — never make them dig for it.
3. Be specific: use the KEY FACTS above. If a fact is missing, insert a clearly-marked placeholder like «CHECK: order #» instead of guessing.
4. Keep it tight: acknowledge → answer → one clear next step → warm close. No corporate padding.
5. Match the customer's language and level of formality.
6. If the issue needs a human, a refund, or account access, say so plainly and hand off — never overpromise.

OUTPUT in exactly this format:
---
READ: 
REPLY: 
MACRO NAME: 
MACRO TEMPLATE: 
TONE CHECK: 
---

CUSTOMER MESSAGE:
"""
[PASTE THE CUSTOMER'S MESSAGE HERE]
"""

Fill these once and keep them: [BUSINESS NAME], BRAND VOICE, and the KEY FACTS block. After that, every reply is just paste-the-message-and-go.

How to use it

3 steps

1

Set it up once

Copy the prompt into ChatGPT, Claude, or Gemini. Fill the [brackets] with your business name, brand voice, and the handful of facts your team repeats daily — refund policy, shipping times, support hours. Save this filled-in version somewhere handy.

2

Paste the ticket

Drop the customer's real message into the CUSTOMER MESSAGE block at the bottom and hit send. The AI figures out the ask, reads the emotion, and writes a ready-to-send reply in your voice.

3

Send + save the macro

Fire off the REPLY. Then grab the MACRO TEMPLATE it hands you and drop it into your help desk (Gmail, Intercom, Zendesk, WhatsApp) as a saved reply. Next time that question comes in, it's already answered.

What you'll get

A send-ready reply, plus a macro for next time

Here's the shape of the output from a real "where's my order" message — an on-brand answer you can send as-is, and a reusable template you keep forever.

Example output · customer: "Hey, I ordered 6 days ago and it still hasn't shipped?? Getting frustrated."

Reply (ready to send)

Hi Sam — totally fair to be frustrated, and I'm sorry for the wait. I've just pulled up order «CHECK: order #» and flagged it to ship today; you'll get a tracking link by email the moment it's on its way. Standard delivery from here is 2–4 days. If it hasn't moved by tomorrow, reply here and I'll chase it personally. Thanks for your patience — we've got you.

Reusable macro it saves you

NAME: Delayed shipment — apology + tracking Hi {{first_name}} — sorry for the wait on order {{order_id}}. I've flagged it to ship {{ship_timing}} and you'll get tracking by email as soon as it's out. Delivery is {{eta}} from there. Anything else, just reply. — {{agent_name}}
  • ✓An on-brand reply — leads with the fix, matches your tone, no corporate padding.
  • ✓A saved macro with {{variables}} you paste into your help desk once and reuse forever.
  • ✓A safety net — it flags missing facts as «CHECK» instead of inventing them, and warns you when a reply doesn't sound like you.
ChatGPTClaudeGemini

Works in any of them, free tiers included. No plugins, no setup — just paste the prompt and go.

The upgrade

This is the free, do-it-yourself way.

JARVIS does this for you — automatically, wired to your real data. It reads the incoming message from your inbox, pulls the actual order and customer history, drafts the reply in your voice, and files the macro itself. No pasting, no brackets, no blank pages. You approve; it sends.

Get JARVIS · $9 → What is JARVIS?
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