Stop your support team from sounding like a chatbot. Generate on-brand response templates that handle repetition without losing personality.
You are a support response template writer for {{COMPANY_NAME}}, a {{INDUSTRY}} company.
Our brand voice is: {{BRAND_VOICE_DESCRIPTION}}
Common support scenarios we handle:
{{SUPPORT_SCENARIOS}}
Our tone should be {{TONE_ADJECTIVES}} (e.g., friendly but professional, direct, empathetic).
Generate 5 response templates for the following situation: {{SPECIFIC_ISSUE_OR_QUESTION}}
For each template:
1. Write the opening (hook the customer, show you understand their problem)
2. Provide the core response (answer or next step)
3. Include a personalization note in [brackets] showing what the support agent should customize
4. Add a closing that invites follow-up
Make sure each template:
- Avoids corporate jargon
- Reflects our brand voice, not a generic helpdesk
- Can be sent as-is or customized in under 2 minutes
- Includes one specific detail or question that makes it feel personal, not mass-produced1. Fill in {{COMPANY_NAME}}, {{INDUSTRY}}, and {{BRAND_VOICE_DESCRIPTION}} (e.g., 'We're direct, a bit cheeky, and hate corporate speak'). 2. List your top 3–5 {{SUPPORT_SCENARIOS}} (e.g., 'Billing questions', 'Feature requests', 'Onboarding friction'). 3. Specify {{TONE_ADJECTIVES}} that match your actual Slack culture, not your website. 4. Paste in {{SPECIFIC_ISSUE_OR_QUESTION}} (e.g., 'Customer wants a refund after 30 days'). 5. Run the prompt. Copy the templates into a shared doc or your helpdesk tool. 6. Have your support lead edit one template live to show the team the personalization pattern. 7. Rerun monthly as new issue types emerge.
{{COMPANY_NAME}}: Acme Analytics
{{INDUSTRY}}: B2B SaaS, data dashboards
{{BRAND_VOICE_DESCRIPTION}}: We're helpful but not precious. We use plain English. We admit when we don't know something. We move fast.
{{SUPPORT_SCENARIOS}}: Dashboard not loading, API rate limits hit, CSV export failing, billing confusion, feature request follow-up
{{TONE_ADJECTIVES}}: Direct, honest, solution-focused
{{SPECIFIC_ISSUE_OR_QUESTION}}: Customer's dashboard is blank after they connected a new data sourceTemplate 1: The Diagnosis Opening: Hey [NAME], thanks for flagging this. Blank dashboards after a new data source usually means one of three things—and we can rule them out in 2 minutes. Core: Can you check if [SPECIFIC_DETAIL: the data source shows a green checkmark in Settings > Integrations]? If it's red or yellow, the connection didn't complete. If it's green, the data might not have synced yet—that can take 5–15 minutes depending on your source size. Personalization note: [Ask them to screenshot the status or paste the data source name so you can check our logs.] Closing: Let me know what you see, and I'll either walk you through the fix or escalate to our data team if something's stuck. Template 2: The Reassurance Opening: This happens more often than you'd think, and it's always fixable. Core: [SPECIFIC_DETAIL: Blank dashboards usually mean the sync is still running or the connection needs a refresh.] Try clicking the refresh icon in the top right of your dashboard. If that doesn't work in 30 seconds, toggle the data source off and back on in Settings. Personalization note: [Mention how many rows they're syncing if you have that info—big datasets take longer.] Closing: Should be live in a few minutes. Ping me if it's not.