Guides › Customer Support
Answer customers in their own language
Understand a message in any language and send back a natural, accurate reply in that language, with an English copy for your records.
When to use it
When a message arrives in a language you don't speak
Step by step
Paste in the message
Copy the customer's message into ChatGPT, Claude or Gemini, removing any account numbers or addresses.
Ask for a translation and reply
Use this prompt so you understand the message and get a reply in one go.
Prompt to copyHere is a customer message: [paste]. 1) Tell me what language it's in and translate it into English. 2) Point out anything that might be lost in translation, like tone or slang. 3) Here is my reply in English: [your reply]. Translate it into the customer's language so it sounds natural and polite for a small business, not word-for-word. 4) Translate your version back into English so I can check the meaning is unchanged.Check the back-translation
Read the English back-translation. If the meaning has shifted, ask the AI to fix that sentence before you send.
What you get
Language: Polish. Translation: 'Hello, I ordered two jars but received one. Can you send the second one?' Tone: polite, a little disappointed. Your reply in Polish: 'Dzień dobry, bardzo przepraszamy za pomyłkę...' Back-translation: 'Hello, we're very sorry for the mistake. The second jar ships today.'
Tips
- For refunds, contracts or anything legal, mention that the English version is the official one.
- Add a line saying you used translation, so customers forgive the odd awkward phrase.