Offer a Fair Resolution

What you'll need

• What went wrong and what the customer wants
• What you're able to offer
• Any AI chat assistant

The steps

1. Know what actually went wrong and what you can realistically offer.
2. Paste the prompt and fill in the brackets.
3. Review the resolution — make sure it's something you can actually deliver.
4. Send it, and follow through quickly.

Help me offer a fair resolution to a customer complaint.

What went wrong: [brief description]
What they've asked for: [their request, or "unclear"]
What I'm able to offer: [refund / replacement / discount / credit / fix — be specific]
My constraints: [what I can't do]

Write a resolution message that's clear about what I'm offering, fair without over-apologizing, and moves things to a close. If their ask is outside what I can do, suggest a reasonable middle ground.

They accepted. Write a short, genuine thank-you for their patience that leaves the relationship in a good place.

What you'll get

A resolution that fixes the problem, protects your business, and closes the loop — most complaints end here.

If it's not quite right

• They want something you can't offer? Add "Explain the constraint honestly without sounding like an excuse."
• Repeat issue? Add "Include a line about what we're changing so this doesn't happen again."