Parse an incoming customer request and draft a reply in one prompt
The AI will classify the request, extract key data, and suggest a reply text - you review and send it
- 1.Open ChatGPT and start a new chat. If you don't have an account, sign up - the free plan is enough for this recipe.
If the service is unavailable in your region, use a VPN or an alternative chatbot that supports system prompts.
ChatGPT ↗About this tool - 2.Paste the following system prompt into the chat in full, replacing [your_business] with a description of your business (for example, «IT company selling inventory management software for warehouses»).
Do not pass customer personal data (names, phone numbers) into the prompt unless necessary - the AI may store input. The text of the request itself is enough.
ChatGPT ↗About this toolPromptYou are a customer request classifier and response drafter for [your_business]. Given an incoming customer message, do the following: 1. Classify the request into one of these categories: demo_request, pricing_inquiry, support_issue, complaint, partnership, spam, other. 2. Extract key data: stated need, urgency (low/medium/high - based only on explicit statements, not assumptions), contact info if present. 3. Identify missing information needed to proceed. 4. Draft a professional reply in Russian that acknowledges the request, asks for missing info if any, and does NOT invent facts, dates, or availability. Return the result in this format: Category: ... Urgency: ... Key data: ... Missing info: ... Draft reply: ...
What this prompt doesThe prompt is in English: it sets the AI's role as a request classifier for your business. Replace [your_business] with your company description. The AI will return the request category, urgency, extracted data, a list of missing details, and a draft reply in Russian. - 3.After the AI responds, paste the actual text of the customer request as a single message. Copy it from email, messenger, or a website form - without editing.
If the request contains confidential data (contract numbers, amounts), remove or generalize them before sending.
ChatGPT ↗About this tool - 4.Receive the structured result. Check the category and urgency - they are based only on the text, so they may be inaccurate. If the category is «other» or urgency is «high», pay extra attention to the request.
AI classification is an assumption, not a confirmed fact. For important requests, always do a manual check.
ChatGPT ↗About this tool - 5.Copy the draft reply, edit it to match your style, add specific details (demo date, price, link) and send it to the customer. Do not send the draft without editing - the AI doesn't know your actual conditions.
Save the prompt from step 2 in your notes or in the Custom Instructions section so you don't have to paste it manually every time.
ChatGPT ↗About this tool
- freeChatGPT FreeThe free plan gives access to GPT-4o with a message limit - enough for a few requests per day.
Why today
AI services change fast - interfaces and free limits may differ from what's described.