> ## Documentation Index
> Fetch the complete documentation index at: https://docs.kowalah.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Customer Service

> Copy-paste prompts for customer service teams — response drafting, ticket analysis, knowledge base creation, and quality improvement.

Copy any of these prompts into **Claude** or **ChatGPT** to start a guided conversation. The AI will interview you to gather the context it needs, then produce the output.

## Response drafting

### Draft a customer reply

```text theme={null}
I need help drafting a reply to a customer. I'll paste 
their message. Ask me about the product they're using, 
any relevant account history, and our policy on this 
issue. Then draft a response that's empathetic, 
addresses their specific issue, and gives a clear next 
step. Professional but human — not a corporate robot.
```

### Handle a complaint

```text theme={null}
I'm dealing with a customer complaint and want help 
crafting the right response. I'll share what they said. 
Ask me what options I have to resolve it and any 
limitations. Then draft a response that acknowledges 
their frustration, takes ownership without being 
defensive, and sets clear expectations. If we're at 
fault, help me say so directly.
```

## Ticket analysis

### Find patterns in support tickets

```text theme={null}
I want to identify patterns in our recent support 
tickets. I'll describe or paste the common issues 
we're seeing. Ask me about the time period, volume, 
and any recent changes to our product or service. 
Then analyse for the top issues by frequency, root 
causes, which could be prevented, and 3 actions that 
would reduce ticket volume the most.
```

## Knowledge base

### Create a help article

```text theme={null}
I need to write a help article for our customers. 
Ask me what the topic is, what the user is trying to 
do, the steps involved, common mistakes, and 
prerequisites. Then write a clear step-by-step article 
in short sentences for a non-technical reader. Include 
what they should see at each step so they know it's 
working.
```

### Turn internal docs into a customer FAQ

```text theme={null}
I have internal documentation about how we handle 
something, and I need to turn it into a customer-facing 
FAQ. I'll paste our internal notes. Rewrite them for 
customers — remove internal jargon, focus on what 
matters to them, and structure it as clear Q&A pairs.
```

## Quality improvement

### Audit response quality

```text theme={null}
I want to review the quality of our customer service 
responses. I'll share a few recent examples. Evaluate 
each on empathy, accuracy, clarity, tone, and 
resolution. Score each out of 5, suggest one specific 
improvement per response, and identify any team-wide 
patterns.
```

<Tip>
  When handling customer data, check your organisation's AI usage policy before pasting ticket content. Remove personally identifiable information where possible.
</Tip>

Want a custom support tool — like an AI response assistant or ticket classifier? [Submit an Expert Request](/platform/expert-requests) and your Kowalah team can build it.