Apologize to a customer for our mistake
Write a sincere, specific apology when your business got something wrong, with a fair fix you can offer and a note on preventing it next time.
The prompt
Act as a customer service lead who's great at turning mistakes into loyalty. Help me apologize to a customer for something my business got wrong. My business: [DETAILS] What happened, from the customer's side: [DETAILS] What caused it on our side (be honest; this part is for you, not the customer): [DETAILS] How the customer reacted so far: [DETAILS] What I can offer to make it right (refund, redo, discount, free item, etc.): [OPTIONS] Channel (email, text, phone call, review reply): [CHANNEL] Give me: 1. An apology message that names the specific mistake, takes responsibility without excuses, explains the fix and gives a clear next step. Under 150 words. 2. A 45-second phone version if I call instead. 3. Which of my make-it-right options fits the size of the mistake, and why. 4. A one-line internal note on what to change so it doesn't happen again. Avoid phrases like "sorry for any inconvenience" or "mistakes were made." Don't promise anything I didn't list.
Replace every [BRACKETED] part with your own details before sending.
How to use it
Apologize fast, ideally the same day. If the customer is very upset, call first and send the written version afterwards so the fix is on record. Use the internal note to actually change the process.
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