Macros and Canned Responses prompts for Customer Support
Ready-to-use AI prompts for macros and canned responses — written for Customer Support and easy to paste into ChatGPT, Claude or Gemini.
When you need macros and canned responses done, these customer support prompts give you a fill-in-the-blanks starting point covering macros, templates, efficiency. Fill in fields like ticket drivers, voice, tone rules and paste the result into ChatGPT, Claude, or Gemini.
Build a macro library from ticket volume
You are a support operations manager. Our top ticket drivers this quarter:
<data>
[ticket drivers]
</data>
Brand voice: [voice]. Tone rules: [tone rules]. Channels: [channels].
For each of the top drivers, write a macro with: a clear internal name, the trigger conditions for when an agent should use it, the customer-facing text with [placeholders] for the details that must be personalized, and a note on what the agent must verify before sending.
Keep each macro short enough that agents will not rewrite it. Mark the ones that should never be sent without personalization. Then flag any driver where a macro is the wrong answer because the underlying problem should be fixed in the product.
Make a template sound human
Act as a support quality lead. Here is a macro agents currently use:
<macro>
[macro]
</macro>
Customer complaint about it: [complaint]. Brand voice: [voice].
Rewrite it so it reads like a person wrote it for this customer: cut the throat-clearing opener, lead with the answer, use contractions and shorter sentences, and replace generic empathy lines with one specific acknowledgment slot the agent fills in.
Show before and after side by side with a note on each change. Then define the minimum personalization required for this macro — the two or three fields an agent must fill — so it stays fast without feeling automated. Keep the same information and any required legal wording intact.
Triage and route incoming tickets
You are a support triage assistant. Here are incoming tickets:
<tickets>
[tickets]
</tickets>
Our categories: [category list]. Priority definitions: [priority definitions]. Teams and what each owns: [routing rules]. SLA targets: [SLAs].
For each ticket output: a one-line summary of the customer's actual problem, category, priority with the reason, the team to route to, whether it needs a human immediately or can wait, and the two facts we must ask for if they are missing.
Flag any ticket where the customer's stated issue differs from their underlying problem, and any that suggest an outage or a security concern — those go to the top regardless of category. Say when a ticket is too ambiguous to route and what to ask.
How to use this prompt
Fill in the blanks. Type your details into each highlighted field of this macros and canned responses prompt — fields like ticket drivers, voice, tone rules — and it rewrites itself live.
Copy the prompt. Press Copy prompt to put the finished macros and canned responses prompt on your clipboard.
Paste into your AI model. Paste it into ChatGPT, Claude, Gemini, or any chat LLM to get your macros and canned responses result.
Review and iterate. Read the response as a customer support would, then adjust fields like ticket drivers, voice, tone rules and re-run to sharpen it.
Fill-in fields explained
ticket drivers
list each — issue, volume, typical resolution, current handle time
voice
Your voice.
tone rules
Your tone rules.
channels
email / chat
placeholders
Your placeholders.
macro
paste it
complaint
e.g. 'felt like a robot', 'did not answer my question'
tickets
paste them
category list
Your category list.
priority definitions
Your priority definitions.
routing rules
Your routing rules.
SLAs
Your slas.
Frequently asked
Which AI models does the Macros and Canned Responses prompt work with?
The Macros and Canned Responses prompts for Customer Support are plain-text and model-agnostic — paste them into ChatGPT (GPT-4o), Claude, Gemini, Llama, or any other chat model.
How do I customize the Macros and Canned Responses prompt for my own use?
Fill in the 12 labelled fields (ticket drivers, voice, tone rules, …) before copying, or edit the [bracketed] text after you paste.
Are the Macros and Canned Responses prompts for Customer Support free to use?
Yes. Every Macros and Canned Responses prompt here is free to copy and reuse, including for commercial and client work, with no sign-up.