ChatGPT Prompt to Handle Angry Customers Copy Paste

Customers are pissed and you need to respond fast without making it worse. This prompt writes calm, empathetic replies that de-escalate and solve problems.

Works Best With: ChatGPT | Also works with: Claude

The Prompt

Write a response to this angry customer.

Situation:
– Customer complaint: [PASTE COMPLAINT]
– What went wrong: [ACTUAL ISSUE]
– What we can do: [SOLUTION OPTIONS]
– Timeline: [HOW LONG TO FIX]
– Compensation (if any): [REFUND / CREDIT / NONE]

Tone: empathetic but not groveling

Structure:
1) Acknowledge their frustration specifically
2) Take responsibility without excuses
3) Explain what happened (briefly)
4) Outline the fix + timeline
5) Offer compensation if appropriate
6) One follow-up step

When to Use This Prompt

• A customer is furious and threatening to leave
• You need to respond in minutes, not hours
• The support team needs a consistent de-escalation playbook
• You want to turn a bad situation into a win

What You’ll Get

You’ll get a response that validates their frustration, explains what happened without excuses, proposes a clear solution with timeline, and ends with a concrete next step.

Why This Prompt Works

• Specific acknowledgment: Generic ‘sorry for the inconvenience’ makes it worse

• No deflection: Taking ownership fast stops escalation

• Clear timeline: Uncertainty breeds more anger

• Action-oriented: Gives them something concrete to expect

How to Customize This Prompt

1. [COMPLAINT] — Paste their exact words so the response feels personal
2. [SOLUTION] — Be specific about what you can actually deliver
3. [TIMELINE] — Under-promise, over-deliver
4. [COMPENSATION] — Only offer if it makes sense; don’t cheapen the fix

Pro Tips

• Use their language: Mirror 1-2 phrases from their complaint

• Flag urgency: If it’s really bad, escalate to a human review

• Save templates: Track which responses work best for common issues

• Follow up: Set a reminder to check back in 24-48 hours