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Write a reusable negative-review reply with bracket fields

  • For Small business owners
  • You practice Asking for a format you can use
  • Time about 5 minutes
  • Level Intermediate

About this exercise

Write a reusable reply template for negative reviews. Exactly 3 sentences, plain text. Use only these bracket fields: [name], [issue], [contact]. Sentence 1 thanks [name] and names [issue]. Sentence 2 invites them to reach us at [contact]. Sentence 3 promises only that we will read their reply. No discounts or promises of fixes. Last line exactly "[owner], Maple Corner Cafe".

Common mistakes when you ask AI for this

  • Offering a free coffee. The old template includes a freebie. Try: Say: "No discounts, free items or promises of fixes."
  • Missing a field. The AI drops [contact] or [issue]. Try: Say: "Sentence 1: [name] and [issue]; sentence 2: [contact]."
  • Wrong length or sign-off. The AI writes 5 sentences and a personal signature. Try: Say: "Exactly 3 sentences; last line [owner], Maple Corner Cafe."
  • Getting markdown back. AI adds bold and headings by default, which show up as stray symbols where this is pasted. Try: Say "plain text, no bold, no headings, no asterisks".
  • Letting the sentences run on. The AI writes as many sentences as it likes. Try: Name the cap: "at most N sentences".

What a strong prompt includes

  • Asks for plain text
  • Caps the sentences
  • Names the fields
  • Bans freebies

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