How to reply to customer emails with AI

"I spend my evenings on emails. Some customers are cross, some ask five things at once, and I never know how to word it."

Last checked: 16 October 2026

Copy this prompt

You are writing on behalf of [business name], a [type of business] in [town]. Reply to the customer email below. Keep it warm, clear and under 150 words, use British English, answer every question they asked, and end with one clear next step. If anything is unclear, list the questions I should check before sending.

Customer email:
[paste email]

My notes:
[bullet points]

UK note: Only paste in the customer details you need: UK data protection law says personal data must be used fairly, lawfully and transparently, and limited to what's necessary. (GOV.UK, checked 16 Oct 2026) Remove phone numbers, addresses and card details before pasting.

Worked example

Illustrative example: written by us, not a recorded AI output. Tom runs a dog-grooming van in Norwich. A customer is upset her appointment was moved twice and asks whether her loyalty discount still applies. Tom's notes: "Apologise, van broke down; yes, discount stands; offer Saturday 9am." Example output (shape): a short apology with the reason, a clear "yes, your discount still applies", the Saturday 9am offer and a request to reply to confirm. It comes in under 150 words. Second example (trades): Priya, an electrician in Bristol, gets: "Can you fit 4 extra sockets in my kitchen? How much?" Her notes: available next Tuesday or Wednesday; she needs a photo of the consumer unit. Example output: a short reply with the ballpark price she gives it, both days offered, and a request for the photo.

Your first 10 minutes

1. Sign in to ChatGPT

   Go to chatgpt.com, choose the sign-up or log-in option, and sign in with Google, Apple, Microsoft, your phone or your email.

   You should see an empty chat.

2. Pick one waiting email

   Choose the one you've been avoiding and remove the personal details the reply doesn't need.

   You should see the email text, ready to paste.

3. Jot 2–4 notes

   Write down the facts, what you'll offer and any deadline.

4. Paste the prompt

   Tap Copy on our prompt block, paste it into a new chat, add the email and your notes, then send it.

   You should see a draft reply and a short "check before sending" list.

5. Check every fact (never skip this)

   Read it as the customer would. Check dates, prices and promises, then fix anything wrong by replying, e.g. "change Saturday to Sunday".

6. Send it

   Copy the reply into your email app and send it.

   You should see a reply in the customer's inbox within minutes.

What you'll get

A clear reply that answers every question. ChatGPT doesn't know your bookings or policies unless you tell it in your notes.

Cost

ChatGPT: Free plan; Go £6.99/month; Plus £19.99/month (UK in-app price; web price may differ). Checked 16 Oct 2026 at https://apps.apple.com/gb/app/chatgpt/id6448311069. You don't need a paid plan for this.

Compare

• Claude: Free plan; Pro £20/month or £199.99/year (UK in-app price; web price may differ); Max from $100/month (US pricing) (checked 16 Oct 2026, Source)
• Microsoft Copilot: Free app; Microsoft 365 Copilot (business) from £13.80/user/month billed yearly, or £19.32/user/month billed monthly (checked 16 Oct 2026, Source)
• Grammarly: Free plan; Pro $12/month (US pricing; UK price not published) (checked 16 Oct 2026, Source)

What to do next

• Save your best replies as templates in your email app.
• Getting the same question again and again? See Customer support.
• Get the free starter kit → /starter-kit.

Related: Customer emails · Review replies · ChatGPT