Write review reply templates that match your refund policy

About this exercise

You own Sudsy's Car Wash and want reply templates so staff can answer online reviews fast. Write exactly 3 numbered templates, one each for a 1-star, 3-star and 5-star review, each under 40 words, each starting with "Hi [Name]," and signed "- Tomas". Follow the policy: only the 1-star reply offers anything (a free wash), nobody gets a refund offer. Plain text, only the list.

Common mistakes when you ask AI for this

• Asking for "review replies". The AI writes long sample replies under bold headings, with tips for staff. Try: Set the shape: "Exactly 3 numbered templates: 1-star, 3-star, 5-star. Plain text."
• Not passing on the policy. AI defaults to offering refunds and discounts to make unhappy customers happy. Try: Add: "Only the 1-star reply offers a free basic wash. Never offer refunds."
• Skipping the fill-in parts. The AI writes finished replies with made-up names, so staff can't reuse them. Try: Add: "Start each with Hi [Name], and sign - Tomas."
• No length limit. Templates come back as long as the old one, too long to post from a phone. Try: Add: "Each under 30 words. The 3-star one mentions the second drying station."

What a strong prompt includes

• Says which templates
• Sets a length
• Passes on the refund policy
• Uses placeholders and sign-off
• Asks for only the list

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