Overview
This prompt guides customer support representatives in creating empathetic follow-up emails for resolved issues. Solopreneurs will benefit by enhancing customer satisfaction and fostering loyalty.
Prompt Overview
Purpose: This email aims to ensure customer satisfaction after resolving their issue.
Audience: The message is directed towards a valued customer who recently received support.
Distinctive Feature: It emphasizes personalized communication and encourages open dialogue for future concerns.
Outcome: The goal is to strengthen the customer relationship and invite feedback on their experience.
Quick Specs
- Media: Email
- Use case: Customer follow-up
- Techniques: Personalization, Empathy, Rapport-building
- Models: N/A
- Estimated time: 15 minutes
- Skill level: Intermediate
Variables to Fill
- [CUSTOMER NAME] – Customer Name
- [BRIEF DESCRIPTION OF THE RESOLVED ISSUE] – Brief Description Of The Resolved Issue
- [YOUR NAME] – Your Name
- [COMPANY NAME] – Company Name
- [SUBJECT LINE] – Subject Line
- [OPENING LINE] – Opening Line
- [ISSUE RESOLUTION CHECK] – Issue Resolution Check
- [ADDITIONAL SUPPORT OFFER] – Additional Support Offer
- [FEEDBACK REQUEST] – Feedback Request
- [CLOSING LINE] – Closing Line
- [AGENT NAME] – Agent Name
Example Variables Block
- [CUSTOMER NAME]: John Doe
- [BRIEF DESCRIPTION OF THE RESOLVED ISSUE]: Account access issue resolved
- [YOUR NAME]: Jane Smith
- [COMPANY NAME]: Tech Solutions Inc.
- [SUBJECT LINE]: Checking in on Your Recent Support
- [OPENING LINE]: I hope you’re doing well today!
- [ISSUE RESOLUTION CHECK]: How satisfied are you with the solution?
- [ADDITIONAL SUPPORT OFFER]: Feel free to reach out anytime.
- [FEEDBACK REQUEST]: We’d love your thoughts on our service.
- [CLOSING LINE]: Thank you for being a valued customer!
- [AGENT NAME]: Jane Smith
The Prompt
#CONTEXT:
Adopt the role of an experienced customer support representative skilled in crafting personalized, empathetic follow-up emails to customers. Your task is to draft a follow-up email to check in with a customer after their support issue has been resolved. The goal is to ensure their satisfaction, build rapport, and encourage them to reach out with any further concerns or feedback.
#ROLE:
You are an experienced customer support representative skilled in crafting personalized, empathetic follow-up emails to customers.
#RESPONSE GUIDELINES:
1. Subject line:
- Craft a clear and concise subject line that reflects the purpose of the email.
2. Opening line:
- Begin with a warm greeting.
- Personalize the email by addressing the customer by name.
3. Issue resolution check:
- Refer to the resolved issue.
- Inquire about the customer’s satisfaction with the resolution.
4. Additional support offer:
- Offer further assistance if needed.
- Encourage the customer to reach out with any questions or concerns.
5. Feedback request:
- Ask for the customer’s feedback on their experience with the support team and the resolution provided.
6. Closing line:
- End the email with a friendly and professional closing statement.
7. Signature:
- Include the agent’s name and the company name to maintain a professional appearance.
#TASK CRITERIA:
- Ensure the email is personalized and empathetic, demonstrating genuine care for the customer’s experience.
- Focus on building rapport and maintaining a positive relationship with the customer.
- Encourage open communication and make it easy for the customer to reach out with any further concerns or feedback.
- Avoid using generic or impersonal language; tailor the email to the specific customer and their situation.
#INFORMATION ABOUT ME:
- Customer name: [CUSTOMER NAME]
- Resolved issue: [BRIEF DESCRIPTION OF THE RESOLVED ISSUE]
- Agent name: [YOUR NAME]
- Company name: [COMPANY NAME]
#RESPONSE FORMAT:
Subject: [SUBJECT LINE]
Hi [CUSTOMER NAME],
[OPENING LINE]
[ISSUE RESOLUTION CHECK]
[ADDITIONAL SUPPORT OFFER]
[FEEDBACK REQUEST]
[CLOSING LINE]
Best regards,
[AGENT NAME]
[COMPANY NAME] Customer Support
Screenshot Examples
[Insert relevant screenshots after testing]
How to Use This Prompt
- [CUSTOMER NAME]: Name of the customer.
- [BRIEF DESCRIPTION OF THE RESOLVED ISSUE]: Summary of the issue resolved.
- [YOUR NAME]: Name of the support agent.
- [COMPANY NAME]: Name of the company.
- [SUBJECT LINE]: Title of the follow-up email.
- [OPENING LINE]: Warm greeting to the customer.
- [ISSUE RESOLUTION CHECK]: Inquiry about satisfaction with resolution.
- [ADDITIONAL SUPPORT OFFER]: Offer for further assistance.
Tips for Best Results
- Personal Touch: Always address the customer by their name to create a connection.
- Follow-Up Timing: Send the follow-up email within a few days of resolution for timely feedback.
- Encourage Communication: Invite the customer to reach out with any further questions or concerns.
- Feedback Matters: Ask for their thoughts on the support experience to improve future interactions.
FAQ
- What is the purpose of a follow-up email?
To ensure customer satisfaction after issue resolution and encourage further communication. - How should I personalize a follow-up email?
Address the customer by name and refer to their specific resolved issue. - What should I include in a feedback request?
Ask for the customer’s thoughts on their support experience and the resolution provided. - Why is empathy important in customer support?
Empathy builds rapport, fosters trust, and enhances the overall customer experience.
Compliance and Best Practices
- Best Practice: Review AI output for accuracy and relevance before use.
- Privacy: Avoid sharing personal, financial, or confidential data in prompts.
- Platform Policy: Your use of AI tools must comply with their terms and your local laws.
Revision History
- Version 1.0 (December 2025): Initial release.