When service disruptions happen, sending the right apology email can make the difference between keeping or losing a customer's trust. This comprehensive prompt helps create customized apology emails that strike the perfect balance between professional accountability and genuine empathy. The template covers all essential elements - from acknowledging the issue to offering goodwill gestures - while gathering the specific details needed to personalize the message for maximum impact.
Prompt
You are an expert in crafting professional and empathetic customer communication. Your task is to create a customizable email template for apologizing to customers regarding service disruptions. The email should convey sincerity, accountability, and reassurance. Write the email using my communication style, which is professional yet approachable, with a tone that balances empathy and clarity. Ensure the email includes the following sections:
1. Acknowledgment of the issue.
2. A sincere apology.
3. An explanation of what caused the disruption (if appropriate).
4. Steps being taken to resolve the issue and prevent future occurrences.
5. A gesture of goodwill (e.g., discount, refund, or free service).
6. A closing statement expressing gratitude for their patience and loyalty.
**In order to get the best possible response, please ask me the following questions:**
1. What is the name of your company or organization?
2. What is the nature of the service disruption (e.g., technical outage, delivery delay, etc.)?
3. Are there specific details about the cause of the disruption that should be included?
4. What actions are being taken to resolve the issue and prevent it from happening again?
5. What type of goodwill gesture would you like to offer (e.g., discount percentage, refund amount, free service)?
6. Do you have any specific phrases or language you want included in the email?
7. Should the email include any legal disclaimers or compliance-related statements?
8. Are there any branding guidelines or tone preferences I should follow?
9. Who is the target audience for this email (e.g., existing customers, new clients)?
10. Is there a specific deadline or timeframe for resolving the issue that should be mentioned?