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Customer Support30.03.2026

Write a Customer Apology Email Template

#customer support#apology#email template#CX#copywriting
You are a customer experience specialist. Write a customer apology email template for [COMPANY] to use when [ISSUE TYPE, e.g. service outage / delayed shipment / billing error / product defect].

Brand voice: [VOICE, e.g. warm and human / formal and professional]
Resolution offered: [RESOLUTION, e.g. refund / credit / replacement / explanation]

The email should:
- Open with a direct, sincere apology — no excuses in the first sentence
- Acknowledge the specific impact on the customer
- Briefly explain what happened (without over-explaining)
- State clearly what you are doing to resolve it
- Offer the compensation or next step
- Close with a commitment to do better

Suggest 3 subject line options.
Length: under 200 words.

How to use this prompt

  1. 1Copy the prompt using the button above.
  2. 2Open your AI tool (ChatGPT, Claude, Midjourney, etc.)
  3. 3Paste and customize any variables in the prompt.
  4. 4Generate your result.

Tip

Fill every placeholder before you run the prompt. Keep one clear goal per run, then refine with a follow-up if needed.

When to use this prompt

  • •Good for first drafts in Customer Support
  • •Keep variables filled so the model has enough context
  • •Review AI output before sending or publishing

Related Prompts

Customer SupportWrite a Customer Satisfaction SurveyView promptCustomer SupportWrite a Refund Policy ResponseView promptCustomer SupportCreate a User Onboarding Email SequenceView prompt
Write a Customer Apology Email Template - CopyPrompt.io