Guides › Email & Inbox
Answer customer enquiries faster with your own FAQ
Build an AI helper that knows your prices, policies and tone, so drafting a reply to any enquiry takes seconds.
When to use it
Whenever a customer emails a question
Step by step
Write a one-page answer sheet
In a Google Doc or Word file, list your prices, opening hours, delivery or booking rules, refund policy and the ten questions you're asked most, with your usual answers.
Create a dedicated helper
Make a ChatGPT custom GPT, a Claude Project or a Gemini Gem (whichever you use), upload your answer sheet and paste these instructions.
Prompt to copyYou help me reply to customer emails for [business name], a [type of business]. Only use facts from the attached answer sheet. When I paste a customer email: 1) Write a friendly reply under 120 words in British English, signed [your name]. 2) If the answer isn't in the sheet, say 'NOT IN SHEET' and suggest what I should find out, rather than guessing. 3) Below the reply, list any upsell or next step that would genuinely help the customer.Paste enquiries in as they arrive
Copy the customer's question (leave out their address or card details) into your helper, check the draft and send it from your email.
Keep the sheet up to date
Whenever you answer something new, add it to the answer sheet and re-upload it so the helper learns it.
What you get
Customer: Do you deliver to Hove on Saturdays? Draft: Hi Chris, yes, we deliver to Hove on Saturdays between 9am and 1pm. Orders need to be in by 6pm Thursday, and delivery is free over £40. Would you like me to reserve a slot for you? Best, Jen
Tips
- Never paste payment details or full addresses; the helper doesn't need them to draft a reply.
- Check every reply before sending, especially anything about refunds or prices.