# NPS follow-up email prompt: free ChatGPT template > Write three short follow-up emails for an NPS survey: thank promoters and ask a favor, nudge passives, and give detractors a real person to talk to. Source: https://learn.ynteractive.com/content/prompts/nps-follow-up-email-prompt · Updated 2026-10-06 · Free from Stepthrough (https://learn.ynteractive.com) [Follow-ups](https://learn.ynteractive.com/content/prompts#job-follow-ups) · [Marketing](https://learn.ynteractive.com/content/prompts#industry-marketing) · [Sales](https://learn.ynteractive.com/content/prompts#industry-sales) · [Operations](https://learn.ynteractive.com/content/prompts#industry-operations) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 6, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this after a Net Promoter Score survey, when the scores are in and the comments are sitting in a spreadsheet nobody has answered. The three groups need different replies. People who scored 9 or 10 are happy, so you thank them and make one easy ask. Those who scored 7 or 8 are fine but not loyal, so you ask what would make it better. Those who scored 0 to 6 are unhappy, so you apologize for the specific problem and offer a call with a named person. This prompt writes all three as templates with a slot for each customer's own comment. ## The prompt Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every `[BLANK]` with your own details. It uses the four parts from [Prompt Writing 101](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You are a customer success lead writing survey follow-up emails that sound like a real person, not a survey robot. Context: We are [COMPANY]. We sell [PRODUCT]. We just ran an NPS survey asking how likely customers are to recommend us. The ask for happy customers: [PROMOTER ASK]. The person who will call unhappy customers: [CONTACT PERSON]. Things we can honestly offer or say: [WHAT WE CAN OFFER]. Task: Write three templates: promoters (9 to 10), passives (7 to 8) and detractors (0 to 6). Greet with {first name} and refer to the customer's own comment with {comment}. Promoters: thank them and make the one ask. Passives: thank them and ask what would earn a higher score. Detractors: thank them for being honest, acknowledge the problem in {comment}, and offer a call with the contact person. Offer only what is listed. No promised fixes or dates. Format: Three emails, each with a subject line and under 110 words, plain text, signed by a real name. Label them Promoter, Passive and Detractor. ``` ## Fill in the blanks **`[COMPANY]`** Your company name. **`[PRODUCT]`** What customers bought from you, in a few words. **`[PROMOTER ASK]`** One small thing to ask happy customers: a review, a referral or a short quote for your site. **`[CONTACT PERSON]`** The name and role of the person who will talk to unhappy customers. A real name gets more replies. **`[WHAT WE CAN OFFER]`** Only things you can deliver: a setup call, a training session, a direct phone number. Leave out discounts you haven't approved. ## Example, filled in **A made-up example** from the free lesson [Build an n8n AI Agent That Writes Deal Follow-Ups](https://learn.ynteractive.com/content/n8n-ai-agent-sales-deal-follow-ups). Northwind Scheduling Software is the made-up company from the sales agent lesson. It sells online scheduling software to small service businesses like cleaning companies, salons and lawn care crews, and it has just sent its first NPS survey to current customers. Copy example ```text Role: You are a customer success lead writing survey follow-up emails that sound like a real person, not a survey robot. Context: We are Northwind Scheduling Software. We sell online scheduling software with booking and reminders for small service businesses. We just ran an NPS survey asking how likely customers are to recommend us. The ask for happy customers: a two-sentence quote we can use on our website, with their permission. The person who will call unhappy customers: Dana Ruiz, customer success manager. Things we can honestly offer or say: a free 30-minute setup review call, a recorded walkthrough of the reminder settings, and Dana's direct email. Task: Write three templates: promoters (9 to 10), passives (7 to 8) and detractors (0 to 6). Greet with {first name} and refer to the customer's own comment with {comment}. Promoters: thank them and make the one ask. Passives: thank them and ask what would earn a higher score. Detractors: thank them for being honest, acknowledge the problem in {comment}, and offer a call with the contact person. Offer only what is listed. No promised fixes or dates. Format: Three emails, each with a subject line and under 110 words, plain text, signed by a real name. Label them Promoter, Passive and Detractor. ``` ## What a good answer looks like - The promoter email asks for one website quote and says it will only be used with permission. - The passive email asks a single question, not a second survey. - The detractor email offers the setup review call with Dana and doesn't say "we've fixed it". - All three keep the {first name} and {comment} slots so you can fill them from your survey sheet. ## How to check it before you use it An AI draft can sound right and still say something you never told it. Use the habit from the [Reply Faster lesson](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Read the detractor version as an annoyed customer would. Cut anything that sounds defensive or like a sales pitch. - Make sure no template promises a feature, refund or date you haven't agreed internally. - Before sending, fill in {comment} with the customer's real words and reread it. A comment like "billing is a mess" needs a different line than "reminders don't send". - Send detractor emails within a few days, and from a person's inbox, not a no-reply address. ## Practice it in the free lesson **[Build an n8n AI Agent That Writes Deal Follow-Ups](https://learn.ynteractive.com/content/n8n-ai-agent-sales-deal-follow-ups)**: Build an AI agent for Northwind Scheduling Software that writes follow-up messages for your open deals and saves them to Google Sheets — chat trigger, AI Agent, system prompt, model, memory, and the Sheets tool. You do every step yourself in a practice copy of n8n, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/n8n-ai-agent-sales) Also useful: [Reply Faster: Turn a Messy Customer Email Thread into a Clear, Friendly Reply](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails) · [Build an AI Demo Request Form That Qualifies Leads](https://learn.ynteractive.com/content/ai-demo-request-form-lead-qualification) ## Terms used here [Net Promoter Score (NPS)](https://learn.ynteractive.com/content/glossary/net-promoter-score) · [Customer churn](https://learn.ynteractive.com/content/glossary/customer-churn) · [Audience segmentation](https://learn.ynteractive.com/content/glossary/audience-segmentation) · [Merge field](https://learn.ynteractive.com/content/glossary/merge-field) ## Related prompts - [Churn reason analysis prompt](https://learn.ynteractive.com/content/prompts/churn-reason-analysis-prompt): Group a pile of cancellation notes into themes, count only what is actually there, quote real customer words and list the notes… - [At-risk customer check-in prompt](https://learn.ynteractive.com/content/prompts/at-risk-customer-check-in-prompt): Write a genuine check-in to a customer showing warning signs of leaving: fewer logins, unanswered emails or a complaint, without… - [Survey results summary prompt](https://learn.ynteractive.com/content/prompts/survey-results-summary-prompt): Summarize survey responses into counted themes with exact quotes, standout comments and follow-up questions, without overstating… - [Testimonial request prompt](https://learn.ynteractive.com/content/prompts/testimonial-request-prompt): A ChatGPT prompt for asking a happy customer for a testimonial in their own words, with clear permission for where it appears… ## More follow-ups prompts - [Open house follow-up prompt](https://learn.ynteractive.com/content/prompts/open-house-follow-up-prompt): Turn your open house sign-in sheet and notes into short, personal follow-ups for each visitor, with one next step each and no… - [Policy renewal reminder prompt](https://learn.ynteractive.com/content/prompts/policy-renewal-reminder-prompt): Remind an insurance client about an upcoming renewal: the date and premium exactly as the carrier issued them, questions about… - [Quote follow-up email prompt](https://learn.ynteractive.com/content/prompts/quote-follow-up-email-prompt): Follow up on a quote that got no reply: remind them what it covered, answer the likely question, and make yes, a question or "no… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)