Write a customer-service email you'll actually send

AI can draft it. You still press send. Here is how to get a draft that sounds like you and gets results.

The recipe

1. Say what happened. One or two sentences: what you bought, when, and what went wrong.
2. Say what you want. Refund? Replacement? An apology? A timeline? Be specific.
3. Attach proof if you have it. Receipts, screenshots, or order numbers speed things up.
4. Set a deadline. "Please reply within 5 business days" is reasonable and firm.
5. Keep it polite. Angry emails get slower responses. Clear and calm wins.

Prompt to copy

Write a polite but firm customer service email about [describe the issue]. Include my name [Your Name], my order number [XXX], and request a clear next step with a timeline of [number] business days.

Paste that into ChatGPT, Gemini, Copilot, or Claude. Fill in the brackets. Read the draft. Edit anything that does not sound like you. Then send.

A real example

Prompt:

"I ordered a blender on March 1. It arrived cracked. I want a replacement or a refund. Write a polite email."

AI draft:

"Dear Support, I received order #12345 on March 3. The blender base arrived with a cracked jar. I would like a replacement or a full refund. Please let me know the next steps and expected timeline. Thank you, [Your Name]"