Audit intermediate Works with: Any AI

Customer Complaint Reply Templates Audit: Tone, Specificity and Next Steps

Table output Has example

Review your canned replies so they sound human and solve problems.

The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.

Audit my reply templates. The templates, pasted: [TEMPLATES]. The kinds of complaints they respond to: [COMPLAINT_TYPES]. The tone I want: [DESIRED_TONE].

Score each template from 1 to 5 on warmth, clarity, specificity (does it address the particular issue), next steps with dates, remedy options, and avoidance of defensiveness or jargon. Highlight phrases to change ('as per our policy', 'unfortunately', 'we apologise for any inconvenience'). Make a table with Template, Scores, Weakness, and Rewrite. Rewrite two templates to include a personalised opening, one sentence of explanation, a clear remedy or next step, and a contact. Provide a short guide on when not to use a template (safety issues, high emotion, repeated contact).

Do not invent facts about my business. Mark any promises as ones I must be able to keep.

I want help, not legal advice. Invent no law, deadline or odds. Use [JURISDICTION] and [RELEVANT_LAW_OR_POLICY_IF_KNOWN] as given. Remind me to verify the rules. Threaten nothing beyond lawful steps.

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Optional: type your details and the prompt above updates. Nothing is saved or sent.

Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.

Template: 'We apologise for any inconvenience. Your request will be processed in due course.' Scores: warmth 2, clarity 2, specificity 1, next steps 1.
Rewrite: 'Thank you, Sam. I'm sorry your order 55120 arrived with a cracked lid. I have asked the warehouse to send a replacement today; you will have a tracking number by 5 pm tomorrow.'
Phrases to retire: 'as per our policy', 'any inconvenience'. When not to use a template: safety issues, repeated contact, high emotion.
Second template check: 'Your refund has been actioned' hides who did what. Better: 'I refunded 54.00 to your card today; banks usually show it within 3 to 5 working days.' Keep three templates, each with a blank for the order number and the promised date.