AI prompts for Support Agents

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 handle customers for [your business and what you sell or deliver]. A customer asked where their order is. Write a short reply.

Customer message: [paste it]
Status notes: [where it is now, the new ready or delivery date and time, the cause of any delay if known, and who is handling it]

The reply should:
1. Answer their question in the first sentence.
2. Give the latest status and date or time from my notes. Add the time zone if it matters.
3. Say what we are doing about any delay.
4. Say when they will hear from us next.

Keep it under 100 words. Sound calm and human. Say sorry once if it is late. Do not make up dates, times or reasons. If my notes are missing something, list it for me at the top.

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

Make a one page phone guide for whoever answers calls at [your business].
Our facts: [hours, address, parking, prices or rules callers ask about].
Staff and what they handle: [name or role, extension, hours, topics].
Top reasons people call: [list].

For each reason, write who gets the call, a short answer or the exact words to say, and what to write down if no one picks up. Use only my facts. If I did not give a fact, write "Let me check and call you back" and mark it MISSING. Add a polite way to put someone on hold.
At the very top, add this: if a caller says someone is hurt or in danger, tell them to hang up and call 911 or the local emergency number. Do not give medical or legal advice.
Format it as a table I can print. Use plain words.