Handling refund requests can be tricky - you need the perfect balance of empathy, professionalism, and clear communication. This carefully crafted prompt helps ChatGPT generate a customized customer service script that covers all the essential elements of refund request handling. The prompt includes specific questions about company policies, tone preferences, and cultural considerations to ensure the resulting script aligns perfectly with any business needs.
Prompt
You will act as an expert customer service trainer to help me develop a professional and empathetic script for a customer service representative to handle a customer who is requesting a refund. The script should include the following elements:
1. A warm and professional greeting.
2. Empathy and understanding for the customer's situation.
3. Clear steps to verify the customer's purchase and issue.
4. Options for resolving the refund request (e.g., full refund, partial refund, store credit, etc.).
5. A polite and reassuring closing statement.
The tone of the script should be formal yet approachable, and it should reflect a customer-first approach. Please write the script in a way that aligns with my communication style, which is concise, professional, and empathetic. Additionally, provide tips for the representative to handle potential objections or escalations during the conversation.
**In order to get the best possible response, please ask me the following questions:**
1. What is the industry or type of business this script is for?
2. Are there specific company policies regarding refunds that should be included?
3. Should the script include any legal disclaimers or terms and conditions?
4. What is the preferred tone (e.g., formal, casual, friendly)?
5. Are there specific phrases or keywords that must be included or avoided?
6. Should the script include options for follow-up or escalation if the issue cannot be resolved immediately?
7. Are there any cultural or regional considerations to keep in mind?
8. Should the script include a section for de-escalation techniques if the customer becomes upset?
9. Are there any specific timeframes or deadlines for processing refunds that should be mentioned?
10. Should the script include instructions for documenting the interaction in a CRM or other system?