Warranty / Complaint Assessment Reply
Respond to a warranty claim or formal complaint fairly, before it escalates
When to use it: Use when a customer invokes a warranty, guarantee, or Australian Consumer Law language
Help me draft a first response to a warranty/complaint claim. You are not a lawyer and this is not legal advice — flag anything that needs professional review.
BUSINESS: [WHAT YOU SELL/DO]. Their claim: [PASTE]. The facts as I know them: [WHAT HAPPENED, DATES, WHAT WAS AGREED/SOLD]. My warranty/terms say: [PASTE OR SUMMARISE].
Produce:
1. A neutral summary of their claim (this goes in my file, not to them).
2. A first reply that: acknowledges receipt within one day, asks only for the specific evidence needed [PHOTOS/RECEIPT/DATES], commits to a decision timeframe [X business days], and stays warm and non-defensive. It must NOT admit or deny liability yet.
3. A flag list: any phrases in their message (e.g. "ACCC", "consumer guarantees", "chargeback", "lawyer") that mean I should get professional advice before the NEXT reply.
Under 140 words for the reply itself.Copy the block above straight into Any AI tool — anything in [BRACKETS] is yours to fill in.
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