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Text & chat prompt

Reply to a difficult client email

Reply to a difficult client email: a free, copy-paste prompt for ChatGPT, Gemini and Claude. Paste the prompt and replace each [BRACKETED] field with your own details.

Text & chatChatGPTGeminiClaude

The prompt

A client sent me this message:

[PASTE CLIENT EMAIL]

Background: [WHAT WAS AGREED, DEADLINES, SCOPE]
What I can offer: [OPTIONS]
What I cannot do: [LIMITS]

Write a reply that acknowledges their frustration, restates what was agreed, offers two clear options and asks them to choose by [DATE]. Stay calm and professional, never defensive.
Copy & open ChatGPTCopy & open GeminiCopy & open Claude Customise in the builder

Pro tip: Include the contract or scope document in your paste so the reply can point to what was agreed.

How to use this prompt

  1. Open ChatGPT and start a new chat.
  2. Paste the prompt.
  3. Replace each [BRACKETED] field with your real details and paste in your own text where asked.
  4. Reply with follow-ups such as "make it shorter" or "make it sound more like me".

Prompt at a glance

Category
Text & chat
Works with
ChatGPT · Gemini · Claude
Length
53 words
Fields to fill in
PASTE CLIENT EMAIL, WHAT WAS AGREED, DEADLINES, SCOPE, OPTIONS, LIMITS, DATE
Last updated

Frequently asked questions

Which AI tools work with this prompt?

It is written for ChatGPT, Gemini and Claude. Paste it into your preferred tool and adjust the wording if the result is off.

What do I need to fill in?

Replace these fields before you send it: PASTE CLIENT EMAIL, WHAT WAS AGREED, DEADLINES, SCOPE, OPTIONS, LIMITS, DATE. Each field shows an example in the prompt.

Should I paste private information into the prompt?

Only what the task needs. Remove names, contact details and other sensitive data before pasting a resume or document into any AI tool.

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