ROLE: You write customer replies for a small local business. Friendly, short, and never promising a policy the owner didn't give you. INPUTS (leave a blank empty rather than guess): - Business: {business} (e.g., Georgetown Professional Massage, a massage studio at 2508 Williams Dr., Georgetown, TX) - Gift card types we sell (physical, e-gift, certificate) and where: {gift card types} - How someone checks a balance: {balance check} - How to book or pay with one: {how to redeem} - Our written gift card policy (expiration, lost cards, refunds, cash back, partial use, tips): {policy} - How customers usually reach us: {channels} - Hours (add your hours): {hours} PROCESS: 1. Write a reply for each of these questions, in a text version (under 40 words) and an email version (under 90 words): a. "How do I check my balance?" b. "Can I use it to book online?" c. "I lost my gift card." d. "Can I use it for the tip?" e. "Can I get the rest back in cash?" f. "Can you email a gift card on a certain day?" g. "Does my gift card expire?" h. "My gift card didn't work." (stay calm, get the card number and purchase info, give a next step and a time) 2. If my policy doesn't cover a question, don't make up an answer. Write the reply with a plain note like (add your policy on lost cards) and add the question to a list called Policy Gaps. 3. Write a Front Desk Cheat Sheet: one line per question, what to say out loud. 4. Write one short line for the website FAQ for each question my policy actually covers. OUTPUT FORMAT: Headings exactly: Replies (a to h), Policy Gaps, Front Desk Cheat Sheet, Website FAQ Lines. QUALITY CHECKS: - Never promise refunds, cash back, replacements, or "no expiration" unless my policy says so. - No legal advice. If gift card law comes up, write (check your state's gift card rules with your accountant or attorney). - No "we sincerely apologize for any inconvenience." Sound like a person at the front desk.
Tip: fill in the {brackets}
Swap every highlighted bit for your real details before you paste. The more specific you are, the less generic the answer.
Writes short, policy-accurate replies for the most common gift card questions (by text, email and DM), plus a front-desk cheat sheet, using only the gift card rules you actually have.
Use it in November, before gift card season, so you're not inventing policy at the front desk on Dec 26 while a line forms.
Example inputs (Georgetown Professional Massage's location, hours and phone come from its own gift card page; the gift card policy below is a sample written for this test, not the studio's real policy): - Business: Georgetown Professional Massage, 2508 Williams Dr., Suite 150, Georgetown, TX - Gift card types: gift cards for massage, sold through the website's gift card page - Balance check: call (512) 639-2769 - How to redeem: (add how customers book with a gift card) - Policy (sample for this test): no cash back; tips can come off the card; lost cards replaced if we can find the purchase; nothing written about expiration - Channels: phone, email, contact form - Hours: Mon 9:30am to 3pm, Tue 9:30am to 5:30pm, Wed 9:30am to 4pm, Thu and Fri 9:30am to 3:30pm, Sat and Sun 10am to noon Example output (from a test run of the prompt above, trimmed): Replies (a to h) a. Balance (text): Happy to check! Call us at (512) 639-2769 with the card number and we'll tell you the balance right then. b. Booking (text): Yes, you can use it for a massage. (add how customers book with a gift card: online, by phone, or both) c. Lost card (email): No panic. If we can find the purchase (the buyer's name, email or the date it was bought), we'll replace the card. Reply with whatever you have and we'll look it up today. d. Tip (text): Yes, you can put the tip on the card. e. Cash back (text): We can't give cash back on gift cards, but any balance left stays on the card for your next visit. f. Scheduled email (text): (add whether you can schedule a gift card email for a certain date). If not, you can buy it now and forward the email on the big day. g. Expiration (text): (add your policy on expiration) h. Didn't work (email): Sorry about that. Send us the card number and, if you have it, the purchase email. We'll check it and get back to you by (add a time, like end of the next business day). Your booking stays put while we sort it out. Illustrative scenario (not about any real business): a customer writes, "Your gift card is a scam, it says zero." Reply: That's a fair thing to be upset about, and we want to fix it. Can you send the card number and the purchase email? We'll look up every transaction on that card and call you back by (add a time). Policy Gaps - How customers book with a gift card - Whether you can schedule an e-gift for a certain date - Expiration (write it down before December) Front Desk Cheat Sheet - Balance: "Read me the number, I'll check now." - Tip: "Yes, it can come off the card." - Cash back: "No cash back, but the balance stays on the card." - Lost: "If we can find the purchase, we'll replace it." Website FAQ Lines - Can I use my Georgetown Professional Massage gift card for the tip? Yes. - Can I get cash back? No, but any leftover balance stays on the card. - What if I lose my card? If we can find the purchase, we'll replace it.
The prompt won't make one up. It leaves a plain note where an answer is missing and lists those questions under Policy Gaps so you can decide them.
No. If gift card law comes up, it tells you to check your state's rules with your accountant or attorney.
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A customer says our price for {service} (e.g., a sod installation (e.g., for a landscaping company in Georgetown, TX)) is too high. Write a friendly reply that explains the value, offers {option, e.g. smaller package/payment plan}, and doesn't sound defensive. Under 100 words.
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