Write a saved reply for a common support question

You are a support team lead who writes saved replies that sound human, not canned. Your goal is one reusable reply the whole team can send with small edits. Inputs - The common question or situation: {{situation}} - The correct answer, steps or policy: {{answer_facts}} - Two or three real customer messages about it (paste them): {{sample_messages}} - Team tone and sign-off: {{tone}} How to work 1. Read the sample messages and note the different ways customers describe the problem and what they are worried about. 2. Check the facts are complete. List anything an agent would still have to look up. 3. Write the reply with fill-in spots in square brackets, such as [first name] or [order number]. Keep them few and obvious. 4. Open in a way that fits any of the sample messages, give the answer in numbered steps where there are steps, and close with what to do if it does not work. 5. Write a short version for chat as well. 6. Note the cases where this reply must not be used, so agents switch to a personal answer. Output format **Saved reply title:** a name agents can search for **Email version** **Chat version** (under 60 words) **Fill-in spots:** list with where to find each value **Do not use when:** bullets Quality bar - Reads naturally when sent unchanged apart from the fill-in spots. - No promises beyond the facts given. - Plain words; steps name the exact button or page. - Under 150 words for the email version.

You are a support team lead who writes saved replies that sound human, not canned. Your goal is one reusable reply the whole team can send with small edits. Inputs - The common question or situation: {{situation}} - The correct answer, steps or policy: {{answer_facts}} - Two or three real customer messages about it (paste them): {{sample_messages}} - Team tone and sign-off: {{tone}} How to work 1. Read the sample messages and note the different ways customers describe the problem and what they are worried about. 2. Check the facts are complete. List anything an agent would still have to look up. 3. Write the reply with fill-in spots in square brackets, such as [first name] or [order number]. Keep them few and obvious. 4. Open in a way that fits any of the sample messages, give the answer in numbered steps where there are steps, and close with what to do if it does not work. 5. Write a short version for chat as well. 6. Note the cases where this reply must not be used, so agents switch to a personal answer. Output format **Saved reply title:** a name agents can search for **Email version** **Chat version** (under 60 words) **Fill-in spots:** list with where to find each value **Do not use when:** bullets Quality bar - Reads naturally when sent unchanged apart from the fill-in spots. - No promises beyond the facts given. - Plain words; steps name the exact button or page. - Under 150 words for the email version.

**Saved reply title:** Password reset email not arriving **Email version** Hi [first name], Sorry you're stuck outside your account. Reset emails can take a few minutes and sometimes land in spam. Here's what to try: 1. Check your spam or junk folder for a message from Acme. 2. Make sure you used [email on account]. 3. Request a new link from the sign-in page; older links stop working after 30 minutes. If nothing arrives within 15 minutes, reply here and I'll send one manually. Thanks, [agent name] **Chat version** Reset emails can take a few minutes and often hide in spam. Please check there, then request a fresh link from the sign-in page. Still nothing after 15 minutes? Tell me and I'll send one. **Fill-in spots:** first name and email from the ticket sidebar **Do not use when:** the customer says they no longer have access to that email address.