20+ AI prompts for customer service (developed by CX experts!)

If you’re drowning in support tickets and racing against the clock to respond to customers, you’re not alone. Customer inquiries pile up fast (especially in industries like e-commerce, online printing, FinTech, and SaaS), and answering the same questions over and over can be exhausting.

That’s why our team of customer experience experts (backed by 20+ years of experience!) has put together this list of AI-powered prompts. So you can spend less time crafting the same replies and more time actually helping customers.

Whether you need to close conversations faster, explain policies more clearly, or just add a bit more personality to your responses, these expert-developed prompts will give you a serious head start.

But first, let’s briefly walk through which AI automation tools are available and how to choose the right one for you.

Which AI tool should you use for effective customer service automation?

There are all kinds of AI tools that can help with customer service automation – ranging from basic chatbots to advanced AI customer service automation platforms that can handle entire conversations and workflows. 

If you’re just getting started with AI, a chatbot like ChatGPT is a great first step: it’s flexible, easy to use, and can quickly generate responses for common inquiries.

But, remember! While AI-generated replies can save time, they still require manual input and review. To make the most of AI automation for customer service, you’ll need to consider the following elements to select the ideal solution for your business:

• Integrations with your help desk and CRM: If the AI tool doesn’t connect to your existing tools, you’ll spend time manually feeding it data every time.
• Accuracy and consistency: ChatGPT-generated responses may need fact-checking, whereas automation platforms pull from verified internal sources.
• Security and compliance: Customer data must be handled according to GDPR, CCPA, and other regulations.
• Scalability: AI chatbots work for basic queries, but an AI automation platform can handle complex workflows and scale with your business.

For now, let’s get you started with the best ChatGPT prompts to automate your customer support tickets.

In the sections below, we’ll give you ready-to-use prompts for a variety of scenarios you’re already encountering in your day-to-day as a customer support agent, such as:

• ChatGPT prompts for handling general customer inquiries
• ChatGPT prompts for troubleshooting and technical support
• ChatGPT prompts for managing customer expectations
• ChatGPT prompts for personalising customer interactions
• ChatGPT prompts for handling difficult conversations
• ChatGPT prompts for closing conversations effectively

(Plus, we’ll share some bonus prompts at the end for a different way you can leverage ChatGPT for customer service 😉)

For each prompt, we’ll also let you know what additional information you’ll need to provide ChatGPT for the most accurate responses plus a bonus tip for how to use each prompt in the most effective way.

ChatGPT prompts for handling general customer inquiries

Answering the same customer questions over and over? These prompts will help you become more efficient and speed things up while keeping responses clear, helpful, and professional. So you can spend less time typing and more time actually solving problems for your customers.

Order status update

When to use: A customer asks, “Where is my order?” or “When will my package arrive?”

Prompt:

A customer wants to check the status of their order. Given the order number [#ORDER_NUMBER], provide a polite and professional response with the current status, estimated delivery date, and any relevant tracking information.

Additional details for accuracy:

• Order number
• Order status (processing, shipped, delivered, delayed, etc.)
• Estimated delivery date
• Tracking link (if available)
• Any known delays or issues

💡 Tip: If the order is delayed, have ChatGPT include an apology and offer next steps (e.g., refund options, expedited shipping, or expected resolution date).

Refund or return request

When to use: A customer says, “I want to return this product” or “Can I get a refund?”

Prompt:

A customer wants to return a product or request a refund. Based on our return policy [INSERT POLICY SUMMARY], draft a friendly and informative response explaining the steps they need to take, including eligibility, timeframe, and how to send back the item.

Additional details for accuracy:

• Product name and order details
• Return/refund eligibility (per policy)
• Timeframe for returns/refunds
• Required condition (e.g., unopened, unused)
• Return shipping process (who covers cost, how to send it back)

💡 Tip: If the request doesn’t meet the return policy, have ChatGPT gently explain why and suggest an alternative (e.g., store credit, exchange, etc.).

Subscription cancellation

When to use: A customer says, “I want to cancel my subscription” or “How do I stop auto-renewal?”

Prompt:

A customer requests to cancel their subscription. Write a professional and empathetic response confirming the cancellation, summarising any final charges or remaining benefits, and offering assistance if they want to reconsider. If applicable, suggest downgrading instead of cancelling.

Additional details for accuracy:

• Subscription type and billing cycle
• Cancellation policy (e.g., immediate vs. end of billing period)
• Any remaining benefits or final charges
• Options to pause or downgrade instead of canceling
• Confirmation message format (if required)

💡 Tip: If applicable, have ChatGPT ask for feedback to understand why they’re cancelling and offer a relevant alternative (e.g., a discount or plan adjustment).

Product or service information

When to use: A customer asks, “What does [product/service] do?” or “Can you tell me more about [feature]?”

Prompt:

A customer asks for more details about [PRODUCT/SERVICE]. Based on our key features and benefits, write a concise and engaging response that highlights the value, specifications, and any relevant FAQs. If needed, include a link to a detailed resource.

Additional details for accuracy:

• Key features and benefits of the product/service
• Pricing or subscription details (if applicable)
• Compatibility or requirements (e.g., works with Windows/Mac, requires an account)
• Any limitations or restrictions
• Helpful resources (FAQs, demo videos, comparison charts)

💡 Tip: If the customer is comparing options, have ChatGPT highlight what makes your product stand out.

Billing inquiry

When to use: A customer asks, “Why was I charged this amount?” or “I don’t recognise this charge.”

Prompt:

A customer is confused about a charge on their invoice. Given the details [INVOICE #, CHARGE AMOUNT, DATE], write a professional response that clearly explains the charge, any applicable policies, and what actions they can take if they believe there is an error.

Additional details for accuracy:

• Invoice number and charge details
• Breakdown of costs (subscriptions, one-time fees, discounts, etc.)
• Payment date and method
• Refund or dispute process (if needed)
• Contact info for billing support (if escalation is necessary)

💡 Tip: If the charge is correct but unexpected (e.g., auto-renewal), have ChatGPT explain it clearly and offer options like cancelling future charges or adjusting the plan.

ChatGPT prompts for troubleshooting and technical support

Tech issues can be frustrating, but clear and structured responses can make troubleshooting much easier. These prompts will help you guide customers through common technical problems step-by-step so they can get back to using your product with minimal hassle.

Basic troubleshooting guide

When to use: A customer reports, “[Product/Service] isn’t working” or “I’m having trouble with [specific feature]”

Prompt:

A customer reports an issue with [PRODUCT/SERVICE] where they are experiencing [DESCRIBE ISSUE]. Write a step-by-step troubleshooting guide in a clear and friendly tone. If the issue requires escalation, include instructions on how they can reach technical support.

Additional details for ChatGPT:

• Specific issue details (error message, malfunction, login issue, etc.)
• Product or service version they’re using
• Basic troubleshooting steps already tried
• Any known bugs or outages affecting the service
• Contact info for advanced support (if needed)

💡 Tip: Have ChatGPT structure the response in steps, starting with simple fixes before escalating to advanced support.

Error message explanation and fix

When to use: When a customer is confused about an error message and needs guidance on fixing it.

Prompt:

A customer reports receiving the error message: '[INSERT ERROR MESSAGE]'. Explain the possible causes of this error in a simple and non-technical way. Provide step-by-step instructions to resolve it, along with alternative solutions if applicable.

Additional details for ChatGPT:

• The exact error message
• Context (e.g., when the error occurs, what the user was trying to do)
• Whether this is a known issue with a documented fix

💡 Tip: If the error message is well-documented, ask ChatGPT to summarise existing fixes rather than generating a generic response. If it’s a new or uncommon error, have ChatGPT suggest probable causes based on similar issues.

Login or account access issues

When to use: When a customer reports being locked out of their account or unable to access key features.

Additional details for accuracy:

• Possible reasons for login failure
• Reset or recovery steps available
• Security policies (e.g., how long an account remains locked)

Prompt:‍

A customer is unable to log in to their account due to [DESCRIBE ISSUE: incorrect password, locked account, two-factor authentication problems, etc.]. Generate a troubleshooting response with step-by-step instructions for resolving the issue. If necessary, include guidance on resetting credentials or contacting support for further assistance.‍

‍💡 Tip: If multiple causes exist, ask ChatGPT to categorise the solutions (e.g., “If password is incorrect, do this. If account is locked, try this.”). This helps streamline the response and makes it easier to customise.

Software or feature not working as expected

When to use: When a specific feature isn’t functioning correctly, but it’s unclear if it’s a user error, a settings issue, or a bug.

Prompt:

A customer reports that [FEATURE/FUNCTION] in [PRODUCT/SERVICE] is not working as expected. Based on the issue description [INSERT DETAILS], provide possible reasons for this behavior and step-by-step troubleshooting instructions. If the issue is a bug, include next steps for reporting it.

Additional details for accuracy:

• Whether this feature is known to have issues
• Common user mistakes that might cause the issue
• Workarounds or fixes if available

💡Tip: If this is a recurring issue, provide ChatGPT with previous responses to ensure consistency. If it's a possible bug, have ChatGPT draft a response that includes workarounds while acknowledging the issue is under review.

Guided setup or configuration help

When to use: When a customer needs help with initial setup or configuration of a tool, software, or hardware.

Prompt:‍

A customer needs help setting up [PRODUCT/SERVICE]. Provide a step-by-step guide for the setup process, ensuring clarity for non-technical users. If applicable, include common pitfalls to avoid and how to verify a successful setup.

Additional details for accuracy:

• Any prerequisites (e.g., compatible devices, required software)
• The most common user setup mistakes
• Verification steps to confirm successful setup

💡 Tip: If ChatGPT’s response is too technical, ask it to simplify the language or write in a more conversational tone. If the setup has multiple steps, request a summary at the beginning so customers know what to expect.

ChatGPT prompts for managing customer expectations

Nobody likes waiting, but setting clear expectations can make all the difference. These prompts will help you communicate delays and resolution timelines in a way that keeps your customers feeling informed, reassured, and confident in your support.

Setting realistic resolution timelines

When to use: When a customer expects an immediate solution, but the issue requires more time to resolve.

Prompt:‍

A customer has reported an issue with [PRODUCT/SERVICE] and expects an immediate fix. However, the resolution will take approximately [TIMEFRAME]. Draft a response that reassures the customer, explains the timeline clearly, and sets realistic expectations while maintaining a positive tone.

Additional details for accuracy:

• Expected resolution time (e.g., hours, days, weeks)
• Whether this is a known issue or an unexpected problem
• Any ongoing efforts to resolve it (e.g., escalation to engineers, working on a fix)

💡 Tip: If the timeline is uncertain, ask ChatGPT to include language that provides reassurance while avoiding over-promising (e.g., “Our team is actively working on this, and we’ll update you as soon as we have more details”).

Handling backorders or delayed shipments

When to use: When a customer is waiting for an order that is delayed or out of stock and wants an update.

Prompt:‍

A customer has inquired about the delayed shipment of [PRODUCT]. The estimated delivery time is [UPDATED TIMEFRAME]. Craft a professional yet empathetic response that explains the reason for the delay, provides a realistic delivery estimate, and offers alternatives (such as a refund or substitute product) if applicable.

Additional details for accuracy:

• The reason for the delay (e.g., supply chain issues, high demand)
• Estimated arrival time or when more updates will be available
• Any compensation, refunds, or alternatives the customer can choose from

💡 Tip: If delays are common, ask ChatGPT to include proactive reassurance (e.g., “We’re working hard to prevent future delays and will keep you updated along the way”).

Explaining policy restrictions

When to use: When a customer is unhappy with a policy (e.g., refunds, cancellations, warranties) and expects an exception.

Prompt:

A customer is requesting [REFUND/CANCELLATION/EXCEPTION] for [PRODUCT/SERVICE], but it does not meet our policy requirements. Draft a response that clearly explains the policy, offers any alternative solutions available, and maintains a polite and professional tone.

Additional details for accuracy:

• The exact policy wording (to ensure consistency)
• Any exceptions that can be applied in certain cases
• Alternative options (e.g., store credit instead of a refund)

💡 Tip: If enforcing a strict policy, ask ChatGPT to soften the response by adding understanding and appreciation for the customer’s situation (e.g., “I completely understand how frustrating this might be, and I truly appreciate your patience”).

Responding to high support volume delays

When to use: When customer inquiries are taking longer to respond to due to high demand, staffing shortages, or system outages.

Prompt:‍

Due to high support volume, our response times are longer than usual. Craft a professional and empathetic message that informs customers about the delay, provides an estimated response time, and offers self-service options or next steps if available.

Additional details for accuracy:

• Current expected response time (e.g., 24-48 hours)
• Alternative support channels (e.g., FAQs, chatbots, community forums)
• If applicable, reassurance that urgent cases are prioritised

💡 Tip: Ask ChatGPT to frame the delay positively rather than apologising excessively (e.g., “We’re working hard to assist everyone as quickly as possible and appreciate your patience!” instead of just “Sorry for the delay.”).

ChatGPT prompts for personalising customer interactions

Great customer support isn’t just about solving problems. It’s about making your customers feel seen and appreciated. These prompts help you add a personal touch, whether you're welcoming new users, checking in after an issue, or re-engaging customers who’ve gone quiet.

Welcoming a new customer

When to use: When a customer signs up, makes their first purchase, or starts using your service, and you want to make them feel valued.

Prompt:

A new customer has just signed up for [PRODUCT/SERVICE]. Generate a warm and friendly welcome message that thanks them for joining, highlights key benefits or features they should explore, and encourages them to reach out if they need help.

Additional details for ChatGPT:

• Customer’s name (if available)
• Specific features or benefits relevant to new users
• Next steps they should take (e.g., onboarding guide, tutorial)

💡 Tip: If your company offers different plans or services, ask ChatGPT to customise the message based on what the customer signed up for, so it feels more tailored.

Following up on a previous issue or interaction

When to use: When a customer has previously contacted support, and you want to follow up to ensure their issue was resolved or check in on their experience.

Prompt:

A customer recently contacted support about [DESCRIBE ISSUE]. Generate a follow-up message that checks whether their issue has been resolved, offers further assistance if needed, and leaves a positive impression.

Additional details for accuracy:

• What the issue was and how it was resolved (if applicable)
• Timeframe since their last interaction
• Any related product updates or fixes

💡 Tip: Ask ChatGPT to vary the tone and wording if you send these follow-ups often, so repeat customers don’t receive identical messages.

Re-engaging an inactive customer

When to use: When a customer hasn’t used your service or made a purchase in a while, and you want to bring them back with a friendly check-in.

Prompt:

A customer has not engaged with [PRODUCT/SERVICE] for [TIME PERIOD]. Craft a friendly and personalised message that reminds them of the value of our service, highlights any new features or offers, and encourages them to return.

Additional details for accuracy:

• Last interaction or purchase date
• Any new features, updates, or special promotions
• If applicable, a personalised incentive (e.g., discount, free trial extension)

💡 Tip: If possible, ask ChatGPT to include a personal touch (e.g., “Last time, you used [FEATURE]. Here’s what’s new!”) to make the message feel truly customised.

ChatGPT prompts for handling difficult conversations

Difficult customers come in all forms: from frustrated, to demanding, or even outright aggressive. These prompts help you handle tough situations with professionalism, empathy, and firm boundaries when needed.

Responding to an angry or frustrated customer

When to use: When a customer is upset about an issue, delay, or poor experience, and you need to de-escalate the situation while providing a solution.

Prompt:

A customer is frustrated about [ISSUE] and has expressed their dissatisfaction in a message. Craft a professional yet empathetic response that acknowledges their frustration, reassures them that we are addressing the issue, and provides a clear next step or resolution.

Additional details for accuracy:

• What the issue is and any previous communication
• Current status of the resolution (e.g., already fixed, pending)
• Company policies on compensation, refunds, or goodwill gestures

💡 Tip: Ask ChatGPT to generate multiple tone variations (e.g., more formal, more conversational) so you can match the response to the customer's communication style.

Saying no to a customer request

When to use: When a customer requests something outside of company policy or what you can offer, and you need to decline politely while maintaining a positive relationship.

Prompt:

A customer has requested [REQUEST], which we are unable to fulfil due to [REASON]. Generate a polite and professional response that explains why we can’t accommodate their request, offers an alternative if possible, and keeps the tone friendly and understanding.

Additional details for accuracy:

• Why the request cannot be fulfilled (e.g., policy, technical limitation)
• Any alternative solutions or compromises
• Company-approved wording for rejections (if applicable)

💡 Tip: If rejecting a request is likely to cause further frustration, ask ChatGPT to soften the language or focus on what you can do, rather than just saying no.

Handling a customer who is threatening to leave

When to use: When a customer is considering cancelling a service or switching to a competitor, and you want to retain them.

Prompt:

A customer has expressed dissatisfaction with [ISSUE] and is considering leaving our service. Generate a persuasive and empathetic response that acknowledges their concerns, highlights the value of our service, and, if possible, presents an offer or solution to encourage them to stay.

Additional details for accuracy:

• The reason they are considering leaving
• Any retention offers available (e.g., discount, upgrade, personal support)
• Key benefits of the service compared to competitors

💡 Tip: If the customer seems very firm about leaving, ask ChatGPT to generate two versions: one focusing on retention and another making the offboarding process smooth and professional.

Apologising for a company mistake or service failure

When to use: When a company-wide issue, mistake, or outage has affected customers, and you need to apologise while maintaining trust.

Prompt:

A customer has been affected by [ISSUE] (e.g., service downtime, incorrect charge, product defect). Generate a sincere and professional apology message that acknowledges the mistake, explains what happened (if appropriate), reassures them that steps are being taken to fix it, and offers a resolution or goodwill gesture if applicable.

Additional details for accuracy:

• What happened and whether it has been resolved
• How the company is preventing it from happening again
• Any compensation, refund, or goodwill gesture available

💡 Tip: If it’s a widespread issue, ask ChatGPT to generate a templated response that can be easily adapted to individual cases.

Dealing with an abusive unreasonable customer

When to use: When a customer is being aggressive, using inappropriate language, or making unreasonable demands, and you need to respond professionally while setting boundaries.

Prompt:

A customer has sent a message that is aggressive, rude, or contains inappropriate language. Generate a firm yet professional response that acknowledges their frustration, sets clear boundaries on respectful communication, and provides a way forward if they are willing to engage constructively.

Additional details for accuracy:

• The nature of the inappropriate behaviour (e.g., insults, threats, excessive demands)
• Company policy on handling abusive customers
• Any escalation process (e.g., when to involve a manager or terminate contact)

💡 Tip: If the customer crosses the line, ask ChatGPT to generate a response that clearly warns them while maintaining professionalism—this helps protect both you and your company.

ChatGPT prompts for closing conversations efficiently

Closing a conversation is your last chance to make a good impression, so you need to make it count. Whether you're wrapping up a solved issue, gently steering a never-ending circle to a close, or just saying “thanks for the chat,” these prompts will help you do it in style.

Closing a resolved support inquiry

When to use: When a customer’s issue has been successfully resolved, and you want to end the conversation while leaving a positive final impression.

Prompt:

A customer contacted support about [ISSUE], and we have now resolved it. Generate a friendly and professional closing message that confirms the resolution, thanks them for reaching out, and invites them to contact us again if they need further assistance.

Additional details for accuracy:

• What the issue was and how it was resolved
• Any additional resources or next steps (if relevant)
• Preferred company closing line or sign-off

💡 Tip: If the customer had a frustrating experience, ask ChatGPT to soften the response with extra reassurance or appreciation to end on a high note.

Ending a conversation that’s going in circles

When to use: When a customer keeps repeating the same concern despite your best efforts to assist, and you need to politely close the conversation while reinforcing your final response.

Prompt:

A customer has repeatedly raised the same concern about [ISSUE], and we have already provided a clear and final response. Generate a polite but firm closing message that reiterates our position, sets expectations, and professionally ends the conversation.

Additional details for accuracy:

• The main concern the customer keeps raising
• The response already provided
• Any company policies relevant to the situation

💡 Tip: If the customer seems unsatisfied, ask ChatGPT to include a referral to another support channel (e.g., a manager or complaints process) to avoid unnecessary back-and-forth.

Wrapping up a conversation with no further questions

When to use: When a customer has indicated they have no more questions, and you want to wrap things up smoothly without making the conversation feel abrupt.

Prompt:

A customer has finished asking their questions about [TOPIC] and seems ready to end the conversation. Generate a warm and professional closing message that thanks them for their time, summarises any key points if needed, and invites them to return if they need more help.

Additional details for accuracy:

• Any key takeaways or actions from the conversation
• A friendly yet professional sign-off
• Any next steps (e.g., feedback request, follow-up email)

💡 Tip: If the conversation was particularly helpful, ask ChatGPT to include a subtle prompt for feedback to improve service quality.

Bonus: ChatGPT prompts for training new customer service agents

Training new customer service agents can be time-consuming, but with the right prompts, you can speed up the process and help them hit the ground running in no time.

With these ChatGPT prompts, you can train them on key areas like company policies and tone of voice, real-life customer scenarios, and even product knowledge without having to walk through every step individually.

Explaining company policies clearly

When to use: When training a new agent on how to explain key company policies to customers in a clear and customer-friendly way.

Prompt:‍

Explain our company’s policy on [POLICY TOPIC] in a way that is clear, professional, and easy for a customer to understand. Provide an example of how to phrase it in a conversation.

Additional details for accuracy:

• The specific policy and any key points agents must cover
• Common customer concerns or misunderstandings about it
• Whether flexibility or exceptions are allowed

💡 Tip: If the policy is complex or frequently challenged, ask ChatGPT to generate different wording options (e.g., formal, empathetic, concise) so agents can tailor their responses.

Teaching the company’s tone of voice

When to use: When helping new agents understand how to match the company’s preferred communication style.

Prompt:

Rewrite the following customer service response in our company’s tone of voice, which is [DESCRIBE TONE – e.g., warm and conversational, professional and concise]. The original response is: '[EXISTING RESPONSE]'. Provide a brief explanation of how the tone was adjusted.

Additional details for accuracy:

• A sample response that needs adjusting
• A description of the company’s tone of voice
• Any specific words or phrases to use or avoid

💡 Tip: Ask ChatGPT to generate several tone variations (e.g., more formal, more empathetic) to help agents understand how small changes impact the message’s tone.

Simulating real customer conversations

When to use: When training new agents with realistic role-play scenarios so they can practise handling different customer interactions.

Prompt:

Simulate a realistic customer conversation where a customer contacts us about [ISSUE]. Act as both the customer and the agent, providing realistic responses from the customer and guiding the agent towards an effective resolution.

Additional details for accuracy:

• A common customer inquiry or complaint
• Typical customer emotions or concerns in this situation
• The expected resolution or company guidelines

💡 Tip: Ask ChatGPT to generate multiple customer personalities (e.g., impatient, confused, polite) so agents practise adapting their responses to different customer types.

Training on product or service knowledge

When to use: When helping new agents quickly understand key product or service features so they can answer customer queries confidently.

Prompt:

Summarise the key features and benefits of [PRODUCT OR SERVICE] in a way that a new customer service agent can easily understand and explain to customers. Provide a few example questions a customer might ask and how an agent should respond.

Additional details for accuracy:

• Product/service name and key details
• Common customer questions and concerns
• Any industry-specific terms to simplify

💡 Tip: If the product has multiple versions or pricing tiers, ask ChatGPT to include a simple comparison table so agents can quickly reference the differences.

7 Best practices for using ChatGPT prompts effectively

When you’re just starting with ChatGPT, it’s easy to feel overwhelmed. But don’t worry – there are a few simple tricks to help you make the most of it. Think of ChatGPT as your new assistant that can handle the routine stuff, like answering the same few questions over and over, while you focus on the tricky, personalised inquiries.

To get the best results, keep a few best practices in mind to guide you. These will save you time, make your prompts clearer, and ultimately help you work more efficiently.

1. Start small and focus on one task

If you're new to using ChatGPT, don't try to tackle everything at once. Focus on automating just one repetitive query and see how it goes. Once you're comfortable, you can branch out into more complex customer questions. 

Start with a few simple prompts (like resolving common questions about billing or FAQs) and gradually build from there. The more you use it, the more natural it will feel.

2. Be specific with your prompts

ChatGPT works best when you're clear and specific. Instead of just saying, "Help me with customer service replies," try something like:‍

"Help me draft a professional but friendly reply to a customer asking about our return policy."‍

Always add context, like the nature of the issue or your company’s tone of voice. The more details you provide, the more accurate and helpful the response will be. 

3. Use it for drafts, not final answers

Think of ChatGPT as a drafting assistant, not a final solution. It can help you generate ideas, responses, or even scripts for your replies, but always review and tweak them to match the customer’s specific situation.

For example, if ChatGPT suggests a response to a difficult customer, read it through and adjust the tone or add personalised details.

4. Keep it professional, but don’t be afraid to add some personality

ChatGPT is excellent at keeping things professional and polite, but feel free to ask it to inject a bit of personality into your responses.

A little warmth can go a long way in customer service, especially when you’re trying to create a positive experience. Use prompts like, “Make this message sound friendly, but still professional.”

5. Refine prompts as you go

You won’t get everything perfect right away, and that’s totally fine! It’s all about trial and error. If a response doesn’t sound quite right or doesn’t quite fit the situation, tweak your prompt.

For instance, if a response is too formal for a casual customer, ask ChatGPT to tone it down or make it friendlier. ChatGPT gets better as you refine what you ask it to do.

6. Stay consistent and on-brand

The key to maintaining brand integrity while using ChatGPT is to keep the company’s voice consistent.

If you’ve been given a specific tone to use (like friendly, professional, empathetic), make sure to ask ChatGPT to follow those guidelines. This ensures that responses sound like they’re coming from the company, not just a random AI agent.

7. Review responses before sending

Lastly, always take a moment to review ChatGPT’s output. While it can help generate great drafts, a quick review ensures the message fits the customer’s situation and resolves their issue. After all, it’s your personal touch and expertise that make all the difference.

Automate customer service with Engaige

You can keep prompting ChatGPT every single time you want to automate a response to a customer ticket.

Or you can implement AI customer service automation software, set up your AI agent so it’s aligned with what your team needs, and have it effectively running in the background while you focus your time on more relevant customer service tasks.

The choice is yours.

When you’re ready to see how much time and costs you can save with AI customer service automation software, get in touch with our team. We’ll be happy to show you how you can scale your business with customer service automation.