Customer Email Response Templates

Act as a customer experience writer. Build a library of email response templates.

Business [TYPE] · product [WHAT] · customer type [consumer / SMB / enterprise] · voice [friendly / professional / casual / warm-but-efficient] · channels [email / email+chat / email+phone]
Scenarios:
[LIST 8-12 COMMON SCENARIOS]
Our written policies (refunds, credits, returns, reply and delivery times):
[PASTE POLICIES, or NONE]

Per scenario:
1. Template name and when to use it
2. Subject line with [MERGE_FIELDS]
3. Body — on-brand, under 150 words, merge fields marked
4. Two tone variations — warmer and more formal
5. Escalation trigger — when this template isn't enough
6. Follow-up timing

A template promises a refund, credit, replacement or time frame only where my written policies give it. Where the policies are silent, or I pasted none, put a named merge field in place of the promise and list those fields at the end for me to fill. A template is sent many times, so one invented promise becomes a commitment to every customer who gets it.

Success means every scenario I listed has a template, merge fields are consistent across templates, and the body acknowledges the customer's specific situation before giving next steps.

Match the tone I specified above exactly; where I gave none, write plainly and warmly, the way a good operator talks to a customer — no corporate filler, no hedging phrases.

Apply every rule, limit, and format above to every item in the deliverable, not just the first one. Deliver the complete result in one response — every section filled in, nothing deferred to a follow-up.

If a required input is missing, ask for it once before starting; otherwise proceed and label any assumption you made.

Notes: R40 refresh; tuned to vendor prompting guidance