AI prompts for Customer Success Managers

PromptPaste into ClaudeCopy

I handle customers for [your business and what you sell]. A customer is upset. Here is what they said: [paste their message or what they said].
What our records show: [what they bought or booked, the date and the price. No card numbers.]
Our policy: [paste your return, refund, redo or credit rules].
What I can offer without a manager: [such as a redo, a refund, a credit, or a discount up to $X].
How I will answer: [email, chat, or words to say out loud].

1. Sum up what the customer wants in one line.
2. List the fixes my policy allows, best first, and say why the first one is best.
3. Write the reply. Say sorry once. Say the problem back so they know I heard them. Give the fix and the next step, with a time frame. Say what I need from them, like a photo or an order number. Keep it under 120 words.
4. List anything I should check before I send it or say it.

Use warm, plain words. No blame and no excuses. Do not promise anything outside my policy or my limits. If the policy does not cover this, or they want more than I can give, tell me to get a manager.

PromptPaste into ClaudeCopy

I handle customers for [your business]. Turn my rough notes into a clean record for our files.
My notes: [paste your notes, the chat or the email].
Remove card numbers, bank details, full addresses and other private details. Use only the first name and the order or job number.

Use these fields:
1. Date, time and how they reached us (phone, chat, email or in person)
2. Customer and order or job number
3. Type: question, complaint, request or praise
4. What they said, in 2 or 3 short lines, in their words where I have them
5. What we did or said
6. Next steps, each with who owns it and by when
7. Status: open or closed

Keep every fact, date and promise exactly as I wrote it. Do not add anything. No opinions about the customer. If something is missing, write "Missing" and name it. Then write a one line title I can use for the ticket.

PromptPaste into ClaudeCopy

I could not fix a customer's problem myself. I need to pass it to [team or person, like billing, a manager, or the person who did the work] at [your business].
The full history: [paste notes, emails and dates. Take out card numbers, passwords and other private details.]
What the customer wants: [paste].
What I told the customer and when: [paste any promise or deadline].

Write a handoff note under 150 words they can act on without reading the whole thread:
1. Customer and order or job number
2. The problem in one or two sentences
3. Facts: dates, amounts, items or job details
4. What we already tried, and when
5. What the customer wants, and how upset they are, in their own words
6. The deadline I promised
7. The one decision or action I need from them, and by when
Mark it URGENT at the top if it mentions someone hurt, fraud, a legal threat, a complaint to a government office, a missed promise, or money trouble.
Use only facts I gave you. Write "not known" for anything missing. No blame and no opinions.
Then write a 2 line note to the customer saying who has it now and when they will hear back.

PromptPaste into ClaudeCopy

I handle customers for [your business]. A customer asked about [a bill, a charge, a claim or a complaint]. Here is their message: [paste, with no account or card numbers].
What we found: [paste the facts in plain terms].
What we will do: [paste the approved fix, like a credit, refund, redo or no change, with amounts and dates].
Who they can contact: [name, work phone or work email].

Write a short email under 150 words:
1. Answer their question in the first sentence.
2. Say what we found in plain words. No jargon. Do not blame the customer or name a worker.
3. Say what we will do, with the amounts and dates exactly as I gave them.
4. Say what happens next, and if they need to do anything.
5. End with who to contact.
If we made a mistake, say so plainly and say sorry once. If the answer is no, be clear and kind, and give the reason. Do not add any amount, date or promise I did not list.

PromptPaste into ClaudeCopy

I lead customer service for [your business]. Here are this week's complaints, one per line: [paste complaint notes, with names and contact details removed].

1. Group them by cause, like product, service, wait time, billing, delivery or paperwork. Count each group and list which complaints are in it.
2. For the top 3 groups, give 2 examples from my list.
3. For each top group, suggest one simple fix to try, who might own it, and how we would know it worked.
4. List what data would help prove the cause.
5. Write a 4 line summary for my manager.

Use plain words. Only count what is in my list. Do not make up numbers or causes. Mark guesses as guesses. If a complaint fits more than one group, pick the best fit and say so.

PromptPaste into ClaudeCopy

Help me follow up with a customer after we fixed a problem, to make sure it is really fixed.

Business: [your business]
Customer and job: [first or last name, order or job number]
What the problem was: [problem]
What we did and when: [fix and date]
How I will reach them: [call, text or email]
Next step if it is not fixed: [what we will do]

First, remind me to check the national Do Not Call list and our own do not call list, and to only text people who agreed to get texts from us.

Then write a short call script or message, 3 questions that check the fix held, what to say if it is fixed, and what to say if it is not. Use plain, warm words. Do not promise anything I did not list.

PromptPaste into ClaudeCopy

Write an appointment confirmation for a customer of [your business].
Type: [text, email, or phone script].
What it is: [the service or visit].
Date and time: [date and time].
Where: [address, door or suite, parking. Or "we come to you" and the arrival window].
How to get ready: [paste exactly, such as arrive 10 minutes early or clear the driveway].
What to bring: [such as photo ID or the item to fix].
How to change it: [phone and hours].

Use plain words and short lines. Copy the get ready steps exactly. Do not add or change any steps. Ask them to reply or call to confirm. For a text, stay under 320 characters and end with "Reply STOP to opt out."
Put a note to me at the top: check the national Do Not Call list and our own do not call list before you call or text, and only text people who agreed to get texts from us.