Reply to a customer without sounding robotic
A prompt for clear answers, accurate information, and one useful next question.
Gather the customer’s message and the information you can verify before requesting a reply. AI can help with the wording; you check that the offer is accurate and the tone represents your business.
Ready-to-copy prompt
Draft a reply to someone who contacted my business. Customer message: [PASTE THE MESSAGE WITHOUT UNNECESSARY PRIVATE DETAILS]. My business and the customers I serve: [WHAT I DO AND WHO I HELP]. Confirmed information: [SERVICES, PRICES IF RELEVANT, HOURS, SERVICE AREA, TERMS, AND ACTUAL AVAILABILITY]. Tone: warm, respectful, and straightforward. Avoid exaggerated language. Write a brief reply that: 1. Acknowledges what the person is asking. 2. Answers what can be resolved using the confirmed information. 3. Ends with one question or a clear next step. Do not invent discounts, urgency, outcomes, dates, or availability. Do not claim that a booking, payment, or delivery happened unless it did. If a necessary fact is missing, mark it [CHECK] in the draft and identify what I need to check. If the request needs my decision, acknowledge it without approving it on my behalf. Deliver: A. The proposed customer reply. B. Any facts I should verify before sending it.
Test example: someone asks about office cleaning. Use only the service area, included tasks, and availability you have confirmed. If the office size is missing, make that the next question.
Do not paste passwords, payment details, or sensitive customer information.