Reply to customers fast and politely
Write a small set of ready replies once. Use them every day.
The idea
Most customer messages are of a few types: price questions, "where is my order", complaints and refund requests. Write a ready reply for each type once. Keep them in a notes app so you can copy them fast.
Ask the AI for templates with blanks like [name] and [date]. You fill the blanks each time. That keeps every reply personal and correct.
A good reply to a problem has three parts: say sorry or thanks, say what you will do and say when. Do not promise what you cannot do, such as a refund that your rules do not allow.
Put your shop rules in the prompt: delivery time, return days and how you pay refunds. Then the AI writes replies that match them.
Your task
Make four reply templates for your shop
This example is for a boutique in Jaipur. Later, change the shop and the rules to your own.
Role: You write polite WhatsApp replies for a small Indian shop. Task: Write 4 reply templates: 1) price question, 2) order is late, 3) complaint about wrong size, 4) refund request. Context: Shop: Rani Boutique, Jaipur. We stitch and sell women's kurtas. Our rules: free size alteration within 7 days of purchase. Exchange within 7 days if unused. Refund only if we cannot fix or exchange the item. Refunds go back by UPI within 3 working days. Format: Each template under 50 words. Use blanks like [name], [item], [price], [date]. Warm, simple English. No emojis. Do not promise anything outside our rules.
What you should get
A real example of a good result. Your wording will differ a little. The shape and the facts should match.
Printed resultExample
1) PRICE QUESTION Hello [name], thank you for asking. The [item] costs Rs[price]. We can also stitch it to your size. Would you like to see more colours? 2) ORDER IS LATE Hello [name], sorry, your [item] is taking longer than planned. It will be ready by [date]. We will message you as soon as it is ready. Thank you for your patience. 3) WRONG SIZE Hello [name], sorry the [item] does not fit well. We do free alteration within 7 days of purchase. Please bring it to the shop before [date] and we will fix it. 4) REFUND REQUEST Hello [name], sorry for the trouble. First we will try to alter or exchange the [item]. If we cannot fix it, we will refund Rs[price] by UPI within 3 working days. Please send a photo of the item.
Check yourself
Finished?
Stamp this ticket. Your pass on the home page gets punched.