How you handle problems defines your brand more than how you handle success. These prompts help you write responses that de-escalate frustration, solve issues on first contact, and turn angry customers into your biggest advocates. Tested across ChatGPT, Gemini, and Claude so you know which model handles the heat best.
| What you're trying to do | הכי טוב ל |
|---|---|
| Calm angry customers down | Claude |
| Build templates for common complaints | ChatGPT |
| Find root causes of recurring issues | Gemini |
| Build clear escalation procedures | Gemini |
| Write genuine apology messages | Claude |
| Turn complaints into loyalty | ChatGPT |
פרומפטים
Calm angry customers down
Help me de-escalate this customer situation: What happened: [describe the issue] Customer's emotional state: [angry / frustrated / disappointed / threatening to leave] What they said: [paste their exact message or describe the call] What we can actually do: [your constraints and options] Relationship history: [new customer / long-time customer / VIP] Provide: 1. An opening response that validates their emotion without admitting fault prematurely 2. A bridge statement that transitions from empathy to problem-solving 3. Three resolution options to offer (good / better / best) 4. Language to avoid (phrases that make angry customers angrier) 5. A follow-up message to send 24 hours after resolution 6. An internal escalation template if I can't resolve it myself
הכי טוב ל: CLAUDE
Claude writes the most empathetic de-escalation scripts that validate emotions without being patronizing. It avoids corporate clichés like 'we apologize for the inconvenience' and uses genuine human language.
Tested Feb 15, 2026
טיפים מקצועיים
Match the customer's communication channel and energy level. If they wrote a 500-word complaint, don't respond with 2 sentences. Length signals that you took their issue seriously. AI can help you match the weight of your response.
Build templates for common complaints
Build a complaint response library for [business type]. Top 10 complaints we receive: [List each complaint category with approximate frequency] Brand voice: [professional / friendly / casual] Response time goal: [hours/minutes] Channels: [email, chat, phone, social media] For each complaint, create: 1. An empathy-first response template (customizable with [brackets]) 2. Resolution steps the agent should take 3. Compensation guidelines: when to offer what 4. Escalation criteria: when this needs a manager 5. A prevention note: what to flag for the product/ops team 6. A 'win-back' follow-up message for after the issue is resolved
הכי טוב ל: CHATGPT
ChatGPT generates the most comprehensive response libraries with natural language that agents can quickly customize. Its templates feel conversational, not robotic, which helps agents sound authentic.
Tested Feb 15, 2026
טיפים מקצועיים
Have your newest support agent review every template. If they need to rewrite it to sound like themselves, the template is too rigid. Good templates are frameworks, not scripts — agents should fill in with their own voice.
Find root causes of recurring issues
Help me find the root cause of this recurring customer issue: The symptom: [what customers report] Frequency: [how often it happens] Affected segment: [which customers experience it] Timeline: [when it started or got worse] What we've tried: [fixes attempted so far] Data available: [logs, tickets, metrics you have] Conduct a root cause analysis: 1. Five 'why' analysis: drill from symptom to root cause 2. Contributing factors: what makes this issue worse or more frequent 3. A fishbone diagram structure (categories: people, process, product, environment) 4. The most likely root cause with evidence reasoning 5. Three fix options: band-aid, medium-term, permanent solution 6. A measurement plan: how to verify the fix actually worked
הכי טוב ל: GEMINI
Gemini structures root cause analyses with the clearest logical frameworks. Its fishbone diagrams and five-why chains are thorough and help teams think systematically instead of jumping to conclusions.
Tested Feb 15, 2026
טיפים מקצועיים
Always ask 'why' one more time than feels comfortable. Most teams stop at the second or third 'why' and fix a symptom, not the cause. True root causes usually feel uncomfortably systemic.
Build clear escalation procedures
Help me build an escalation framework for our support team. Team structure: [tiers, roles, managers] Ticket volume: [daily/weekly] Current escalation process: [what exists now, or nothing] SLA targets: [response and resolution times] High-risk scenarios: [situations that need immediate attention] Design an escalation playbook: 1. Escalation tiers: what gets handled at each level 2. Trigger criteria: specific signals that require escalation 3. Response templates for each escalation level 4. Communication protocol: who gets notified and how 5. SLA adjustments: how timelines change at each tier 6. Post-escalation review: learning from every escalated case
הכי טוב ל: GEMINI
Gemini produces the most structured escalation frameworks with clear tier definitions and trigger criteria. Its playbooks are detailed enough to onboard new agents without additional training.
Tested Feb 15, 2026
טיפים מקצועיים
Build a 'fast lane' for customers who mention competitors, legal action, or social media publicly. These situations have outsized brand impact and need different handling than standard escalations.
Write genuine apology messages
I need to apologize to a customer (or group of customers) for [describe the mistake/issue]. What went wrong: [be specific about the failure] Impact on customers: [how it affected them] Our fault level: [fully our fault / partially / external factor] What we're doing to fix it: [concrete steps taken] Compensation available: [what you can offer] Write: 1. A direct apology that takes ownership without corporate hedging 2. A clear explanation of what happened (honest, not defensive) 3. Specific steps we're taking so it won't happen again 4. Compensation or goodwill gesture with proper framing 5. A mass email version (if this affects many customers) 6. A personal version for high-value customers with extra care
הכי טוב ל: CLAUDE
Claude writes the most genuine apologies that take real ownership. It avoids the 'we're sorry if you were affected' non-apologies and uses direct language that rebuilds trust.
Tested Feb 15, 2026
טיפים מקצועיים
The word 'but' destroys every apology. 'We're sorry, BUT here's why it happened' sounds like an excuse. Replace every 'but' with 'and' — 'We're sorry, AND here's what we're doing about it.'
Turn complaints into loyalty
A customer had a bad experience and I want to turn them into an advocate. Original issue: [what went wrong] How we resolved it: [what we did to fix it] Customer's current sentiment: [still upset / neutral / pleasantly surprised] Customer value: [lifetime value or tier] Relationship length: [how long they've been a customer] Build a service recovery plan: 1. A surprise follow-up gesture 1 week after resolution 2. A personalized check-in message at 30 days 3. An invitation to provide input on preventing similar issues 4. A loyalty program or exclusive offer as a genuine thank-you 5. A referral opportunity that benefits them (not just you) 6. A long-term relationship plan: quarterly touches that show you remember
הכי טוב ל: CHATGPT
ChatGPT creates the most creative service recovery plans with surprise-and-delight ideas. Its follow-up sequences feel thoughtful and personal rather than like automated customer retention workflows.
Tested Feb 15, 2026
טיפים מקצועיים
Customers who experience a problem that gets resolved excellently have higher loyalty than customers who never had a problem at all. This is the 'service recovery paradox' — use it intentionally.
Based on actual testing — not assumptions. See our methodology
Gemini
Best for root cause analysis and escalation frameworks. Produces logical, structured systems that support teams can implement immediately. Less effective at writing emotionally sensitive customer responses.
Results from Gemini 2.0 Flash · Tested Feb 15, 2026ChatGPT
Best for complaint response libraries and service recovery. Writes natural templates that agents can personalize quickly. Tends to over-apologize — push for specific action language instead.
Results from GPT-4o · Tested Feb 15, 2026Claude
Best for de-escalation and genuine apologies. Reads emotional context deeply and writes responses that feel human. Sometimes too cautious with compensation recommendations — push for specific offers.
Results from Claude 3.5 Sonnet · Tested Feb 15, 2026Grok
Delivers quick, practical solutions to customer issues without overcomplicating the resolution process. Best for straightforward problem-solving where speed matters more than ceremony. Less effective at writing empathetic, emotionally sensitive responses for upset or frustrated customers.
Results from Grok 2 · Tested Feb 15, 2026Resolve the emotion before you resolve the issue. An angry customer can't hear your solution until they feel heard. Spend the first 2-3 sentences purely acknowledging their frustration before pivoting to problem-solving. Jumping to solutions too fast makes them angrier.
Measure first-contact resolution, not ticket volume. A team that closes 100 tickets but reopens 30 is less effective than a team that closes 70 and reopens 5. Track how often customers come back with the same issue — that's your real quality metric.
Document every resolution for future agents. Every solved issue is training data for your team. Build a searchable knowledge base of past resolutions so agents don't reinvent solutions for problems you've already fixed.