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Free resources for The AI Owner's Brief subscribers.

Reply Library Starter Kit

25 ready to edit customer email replies for retail, service, and appointment based businesses, plus the exact AI prompts from the article Never Type the Same Email Twice: Build a Reply Library With AI. Fill in the [brackets] with your own details before you save these as templates.

Retail

  1. What are your store hours? We're open [days] from [hours]. Find us at [address], or shop online anytime at [website].
  2. Do you have [item] in stock? Let me check for you. As of today we [have / don't have] [item] in [size/color]. Want me to hold one, or let you know when it's back in?
  3. What's your return policy? You can return most items within [number] days with a receipt for a full refund. [Exceptions, if any]. Bring it to [location] or ship it to [address].
  4. Where's my online order? Your order [number] shipped on [date] and should arrive by [date]. Here's your tracking link: [link]. Let me know if it doesn't show up by then.
  5. Do you ship to my area? Yes, we ship to [regions/nationwide]. Shipping is [cost/free over $X] and typically takes [timeframe].
  6. Can I use a coupon on an order I already placed? Unfortunately we can't apply a code after checkout, but I can [refund the difference / offer a credit toward your next order]. Sorry for the inconvenience.
  7. Do you price match? We match [competitor list / local competitors] on identical in-stock items. Send me a link or photo of the price and I'll take care of it.
  8. How do I exchange a gift? No problem, no receipt needed for store credit. Bring the item to [location] and we'll get you set up with something new.

Service businesses

  1. How much do you charge for [service]? [Service] typically runs [price range], depending on [factor, e.g. size/scope]. I can give you an exact number after a quick look, free of charge.
  2. Do you offer free estimates? Yes. I can come by or review photos you send and have a quote back to you within [timeframe], no obligation.
  3. Are you licensed and insured? Yes, we're fully licensed ([license number if required]) and carry [amount] in liability insurance. Happy to send proof if you need it for your records.
  4. How soon can you get to my job? Our next opening is [date]. If it's urgent, let me know and I'll see what I can do to move things around.
  5. Do you service my area? Yes, we cover [zip codes/towns/radius]. If you're just outside that, ask anyway, we sometimes make exceptions.
  6. What's included, and what costs extra? The [price] quote covers [list]. [Add-on, e.g. materials/permits/disposal] is billed separately at [rate]. I'll always confirm before adding anything.
  7. Do you offer a warranty? Yes, our work is guaranteed for [timeframe]. If anything comes up related to the job, we'll come back and make it right at no charge.
  8. How do I pay my invoice? You can pay by [methods: card, check, Venmo, etc.] using the link in your invoice email, or in person when we finish the job.
  9. Can I reschedule or cancel? Of course. Just let me know your preferred new time and I'll move it, no charge if you give us [notice period] notice.

Appointment based businesses

  1. Do you take walk-ins? We do when we have openings, but booking ahead guarantees your spot. Want me to check what's open today?
  2. How do I book an appointment? Easiest way is [online booking link / phone number]. Let me know what day and time works and I'll find something close to it.
  3. What's your cancellation policy? We ask for [timeframe] notice. Cancellations inside that window may have a [fee] fee, but we'll always work with you if something comes up.
  4. Can I move my appointment? Sure thing. What day works better for you? I have openings on [options].
  5. What should I bring or do to prepare? Just bring [items, e.g. ID, insurance card, prior records]. No other prep needed, the appointment usually takes [duration].
  6. What payment do you accept? We accept [cash, card, insurance, HSA/FSA]. Payment is due at the time of the appointment unless other arrangements are made.
  7. How long does the appointment take? Plan for about [duration]. [First-time visits may run longer, if applicable].
  8. Can I bring a guest or my kids? Absolutely, you're welcome to bring [someone] along. Just let us know ahead of time if you'll need an extra seat.

The prompts

Paste these into whichever AI tool you already use: ChatGPT, Claude, Copilot or Gemini.

Draft your first replies:

I run a [type of business] in [city] with [number] employees. Our tone is [friendly / professional / casual]. Write short, clear email replies to each of these customer questions. Keep each under 100 words, and leave [brackets] anywhere I need to fill in specifics like dates, prices or order numbers. Don't promise anything I haven't listed below.

  Our policies: [paste your hours, refund policy, booking rules, anything customers ask about]

  Questions:
  1. [paste your list]

Adapt a reply for an almost-match:

Adapt this reply to answer their specific question. Keep my tone and keep it under 100 words. Reply: [your template] Customer email: [their email, with names and details removed]

Full how-to: Never Type the Same Email Twice: Build a Reply Library With AI