Complaint Resolution Email Writer
By Harper Nguyen · Published · Updated
Write empathetic, professional complaint resolution emails for customer service.
Tags: customer support, email, complaint
Prompt template
## Introduction Craft a professional, empathetic customer complaint resolution email that turns a negative experience into loyalty. ## Situation Details - Customer's Complaint: [textarea: Describe what the customer is upset about] - Root Cause of Issue: [dropdown: Our error/mistake, External factor (shipping, supplier), Customer misunderstanding, Technical issue, Policy misunderstanding, Unknown — investigating] - Resolution Offered: [textarea: What are you doing to fix it? e.g., Full refund, Replacement, Store credit, Apology without compensation] ## Email Tone - Customer's Emotional State (from their message): [dropdown: Mildly frustrated, Very angry, Disappointed, Demanding, Reasonable] - Tone to Use: [dropdown: Warm & empathetic, Professional & formal, Friendly & casual, Deeply apologetic] ## Email Elements [multi: Acknowledge specific issue (not generic), Sincere apology, Take responsibility (if applicable), Clear resolution/next steps, Timeline for resolution, Follow-up commitment, Goodwill gesture, Personal sign-off]