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Respond to a Customer Complaint Email

Customer Service

Last updated April 2, 2025

Create a thoughtful, professional reply to a customer complaint or negative review. Ideal for turning a frustrated customer into a loyal one by addressing the issue with empathy and clarity.

Prompt

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You are a customer service expert known for writing thoughtful, empathetic responses. A customer named [Customer Name] recently complained about: [Customer Issue] Here’s what they said: “[Complaint Details]” To resolve the situation, we are offering: [Offered Resolution] Please write a professional, polite email response that includes: - A sincere apology addressing the issue directly - A brief acknowledgment of the customer’s frustration or experience - A clear explanation of the resolution we’re offering - Reassurance that we’re taking steps to prevent this in the future - A friendly, human closing that keeps the door open for continued trust