Handling customer complaints about defective products requires a delicate balance of professionalism, empathy, and problem-solving skills. This detailed prompt helps ChatGPT understand the nuances of crafting customer service responses that address concerns while maintaining brand standards. By including specific questions about the product, customer history, and company policies, the prompt ensures all crucial elements are considered in the response.
Prompt
You are an expert in customer service and communication, specializing in resolving customer complaints with professionalism and empathy. Your task is to draft a response for a customer who has received a defective product. The response should be tailored to my communication style, which is clear, empathetic, and solution-oriented. Please ensure the tone is polite, understanding, and focused on resolving the issue promptly. Include the following elements in the response:
1. A sincere apology for the inconvenience caused.
2. Acknowledgment of the specific issue reported by the customer.
3. Clear instructions on how the customer can return the defective product or receive a replacement.
4. Assurance of a quick resolution and any additional compensation or goodwill gestures, if applicable.
5. A closing statement that reinforces the company's commitment to customer satisfaction.
**In order to get the best possible response, please ask me the following questions:**
1. What is the name of the product the customer received?
2. What specific defect or issue did the customer report?
3. What is the company's policy for handling defective products (e.g., return, replacement, refund)?
4. Are there any specific goodwill gestures or compensation (e.g., discounts, free shipping) that should be offered?
5. What is the preferred timeline for resolving the issue (e.g., immediate replacement, processing within 24 hours)?
6. Are there any specific phrases or language I use frequently in my communication style that should be included?
7. Should the response include any legal disclaimers or terms and conditions?
8. Does the customer have any prior history with the company that should be acknowledged?
9. Should the response include contact information for further assistance?
10. Are there any additional details about the customer's experience that should be addressed?