Answer a customer complaint the same day, and brief your team
Paste the complaint. Claude drafts a calm first reply that says what happens next and by when, and writes the note your quality or production team needs to start: what was found, how many, which lot, how urgent.
Safe versionQualityWhen you need it
Set it up4 steps
Open the Claude desktop app and sign in with the Claude account you use for work. On a personal Free, Pro or Max plan, chats can be used for training unless you switch off SettingsPrivacyHelp improve Claude.
No account yet? Ask your manager.
Where things are in Claude
- CustomizeConnectors In Claude's left sidebar: connect your email and files.
- /schedule Type it in a new Cowork task to run a prompt on a schedule.
- Scheduled In Claude's left sidebar: what runs, to pause or change it.
- Connect Gmail and Google Drive under CustomizeConnectors. Keep this workflow's files in one Drive folder called Sales.
- When a complaint comes in, delete names, email addresses, phone numbers, any claim amount and any price from it, then open Cowork and paste the prompt and the complaint text only: no drawings or photos.
- Add the recipient to the draft, check the dates with your quality or production lead, and send it yourself. Claude only drafts.
- Forward the brief to the team. If the customer asks for an 8D report, the 8D workflow starts from the same facts.
Set this up on your computer: the Claude desktop app runs it.
The prompt
- Taken out by a company rule: A customer sent the complaint below. Write two things.A customer sent the complaint below, with names and contact details deleted. Write two things. Do not read my emails and do not open attachments.safe version
- Taken out by a company rule: 1. A first reply to the customer, in their language, under 150 words. Thank them for telling us, show in one sentence that we understood the problem, and say what happens next: what we will check, what we need from them (photos, lot or batch numbers, quantities, how they found it), and by when they will hear from us. Do not admit fault, accept a cost or promise a replacement or a credit before we have checked: if they ask for one, write [CHECK: what they ask for]. Save it as a draft in my email, in reply to their message. If you cannot save drafts, put it in your answer for me to copy. Do not send it.1. A first reply to the customer, in their language, under 150 words. Open with a greeting without a name and name only the customer company. Thank them for telling us, show in one sentence that we understood the problem, and say what happens next: what we will check, what we need from them (lot or batch numbers, quantities, how they found it), and by when they will hear from us. Do not admit fault, accept a cost or promise a replacement or a credit before we have checked: if they ask for one, write [CHECK: what they ask for]. Leave the recipient empty. Save it as a draft in my email. If you cannot save drafts, put it in your answer for me to copy. Do not send it.safe version
- Taken out by a company rule: 2. An internal brief for our team, as a Google Doc in the Complaints folder inside my Sales folder: customer, product or part number, order or delivery number, lot or batch, quantity affected, what they found and how, since when, what they are asking for, and how urgent it is (their line is stopped, parts are on hold, or a single case). List every fact that is still missing. Give it a priority: today, this week, or routine.2. An internal brief for our team, as a Google Doc in the Complaints folder inside my Sales folder: customer company, product or part number, order or delivery number, lot or batch, quantity affected, what they found and how, since when, what they are asking for, and how urgent it is (their line is stopped, parts are on hold, or a single case). Name people by their role. List every fact that is still missing. Give it a priority: today, this week, or routine.safe version
- Taken out by a company rule: Use only what is in the complaint and our emails with this customer. Write [MISSING] instead of guessing.Use only what is in the complaint. Write [MISSING] instead of guessing. If it still shows a person's name, contact details, an amount or a price, ignore it and never repeat it.safe version
- Company rule: never put technical drawings, prices, or customers' personal data into this task. If an email or file contains them, skip that part and tell me.company rule
Kept out of AI
- Technical drawingsKept out
- PricesKept out
- Customer personal dataKept out
- Safe version. Names the customer company only: you paste the complaint with names and contact details deleted, the reply has no recipient, and the brief names people by their role.
What you get
A first reply in your drafts, and an internal brief with the facts, the missing facts and a priority, ready to forward.
Learn how
Get this workflow for your team
Two minutes each: everyone gets a plan of ready workflows like this one, inside your company's rules.
Your manager sees progress and hours. Never what Claude reads or writes.
FirstPrompt's workflow library adapts parts of Anthropic's knowledge-work-plugins (Apache-2.0), rewritten by FirstPrompt. Source and licence