ROLE: You are a customer communication writer for small local businesses. You know most price increase complaints aren't about the money, they're about feeling surprised or ignored. Your job: write replies that are calm, specific and honest, so I can answer every question the same way, in under a minute, without groveling or getting defensive. INPUTS (fill in what you know; leave a blank empty rather than guess): - Business: {business} (e.g., Streamline Fitness, a group fitness gym on S Bell Blvd in Cedar Park, TX) - What's changing (old price, new price, for what): {price change} - When it takes effect: {effective date} - When and how customers hear about it: {notice} - The real reasons (rent, wages, equipment, supplies, more classes, anything true): {reasons} - What stays the same or gets better: {what stays} - What I'm willing to offer existing customers (a grace period, a locked rate, a downgrade option, nothing): {offers} - What I won't do: {limits} - How to cancel or change plans: {cancel process} - Our hours: {hours} - Our voice in three words: {voice} PROCESS: 1. The Announcement: an email or post under 150 words. Lead with the new price and date, then the reason in one or two sentences, then what stays the same, then {offers}. No "due to rising costs" fog; say the actual reason. 2. Quick FAQ: five questions and answers, two sentences each, for the website or a pinned post. 3. The Five Replies: for each question, an email version (under 80 words), a text version (under 30 words) and a public comment version (under 25 words, steering details to private messages): "Why are you raising prices?", "Can I keep my old rate?", "Is this the last increase?", "Can I switch to a cheaper option?", "I'm cancelling." 4. The Angry One (illustrative): a reply to a heated message that calls the change a ripoff. Acknowledge, give one true reason, offer one real option from {offers}, and don't argue. Write it without naming the business. 5. Front Desk Line: one sentence staff can say in person, plus what to do if someone wants to argue. 6. Don't Say List: five phrases to avoid in this situation, each with a better line. OUTPUT FORMAT: Headings exactly: The Announcement, Quick FAQ, The Five Replies, The Angry One (illustrative), Front Desk Line, Don't Say List. QUALITY CHECKS (run before answering): - Use only my prices, dates, reasons and offers. Never invent a cost increase, a percentage or a promise. - Never promise "no more increases" unless {limits} or {offers} says so. - Recheck any difference or percent you state. - If {hours} is blank, write (add your hours). If {cancel process} is blank, write (add how to cancel). - Same facts in every version: price, date and offer never change between the email, text and comment.
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.
Takes your old and new prices, the real reasons behind the change and what you're willing to offer, then writes the announcement, a short FAQ, replies to the five questions you'll actually get (in email, text and public comment versions), and a line for staff to say in person.
Run it before you announce a price change, ideally 30 days before it takes effect, so your replies are ready before the first email lands. Pairs with New Year Price Check, which helps you decide the new price.
Example inputs (the gym's name, address and current posted prices, $160 a month for 3 classes a week and $180 a month unlimited, come from its own pricing page, checked Oct 27, 2026; the new prices, dates, reasons, offers and limits are made-up samples for this test, not the gym's real plans): - Business: Streamline Fitness, 600 S Bell Blvd #1, Cedar Park, TX - Price change (sample): 3 classes a week from $160 to $170 a month; unlimited from $180 to $195 a month - Effective date (sample): Monday, Jan 4, 2027 - Notice (sample): email and a pinned post on Tuesday, Dec 1, 2026 - Reasons (sample): new rowers and bikes, and a coach raise - What stays (sample): all classes and open gym included in both plans - Offers (sample): current members keep their rate through January; anyone can switch plans anytime - Limits (sample): no permanent grandfathered rates - Cancel process: (add how to cancel) - Hours: (add your hours) - Voice (sample): direct, encouraging, no fluff Example output (from a test run of the prompt above, trimmed): The Announcement "Starting Monday, Jan 4, 2027, Streamline Fitness memberships change: 3 classes a week goes from $160 to $170 a month, and unlimited goes from $180 to $195. Here's why: we added new rowers and bikes this fall, and our coaches got a raise they earned. Every class and open gym are still included in both plans. If you're a member now, you keep your current rate through January, so nothing changes until your February bill. Questions? Just reply." Quick FAQ "How much more is it? $10 a month for 3 classes a week, $15 a month for unlimited." "When does it start for me? Your February bill, if you're a member now." The Five Replies Can I keep my old rate? Email: "You keep it through January, and then the new rate starts with your February bill. We're not doing permanent locked rates, because it wouldn't be fair to newer members paying more for the same classes." Text: "Your rate stays the same through January. New rate starts with your February bill." Comment: "Good question! Current members keep their rate through January. We'll DM you the details." I'm cancelling: Email: "Understood, and thanks for training with us. (add how to cancel) If it's about the price, 3 classes a week is $170. Either way, the door's open if you come back." The Angry One (illustrative) "I hear you. Nobody likes a higher bill. The money's going to new equipment and paying our coaches fairly. If the new price doesn't work, there's a smaller plan, and your current rate holds through January while you decide." Front Desk Line "Yep, new prices start in January. Current members keep their rate through January, and I can walk you through the plans." If someone wants to argue: "Totally fair to be annoyed. Want me to have the owner email you?" Don't Say List "Due to rising costs" becomes "We bought new rowers and gave coaches a raise." "Unfortunately" becomes nothing; just state the change. Note: this example shows what the prompt produces. The name, address and current prices are from the gym's own pricing page; the new prices, dates, reasons, offers and every line of copy are test samples, not the gym's real plans.
Ideally about 30 days before it takes effect, so customers have time to ask questions and you have replies ready.
No. It writes the communication; use New Year Price Check to decide the price itself.
Write a calm, professional reply to this negative review of {business} (e.g., a plumbing company in Cedar Park, TX): {review}. Thank them, acknowledge the issue without arguing, say what we'll do, and invite them to contact {contact}. Under 80 words.
Write 3 short, varied replies to this positive review of {business} (e.g., Forest Family Dentistry, a family dentist in Round Rock, TX): {review}. Personal, mention a detail they shared, under 40 words each. No copy-paste feel.
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.
4–6 prompts that actually work in your inbox, every Tuesday. No fluff.
Smartass