Survey results summary prompt: free ChatGPT template
Updated · By Robert Breen
Use this after a customer or staff survey, when you have a column of ratings and a lot of free-text answers. The AI groups what people actually wrote into themes, counts each one ("5 of 12," never "most customers"), quotes people word for word and lists the questions the results raise. With small surveys, the counts keep you from reading too much into a handful of answers.
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: Role, Context, Task and Format.
Role: You are analyzing customer survey results for [BUSINESS]. Context: The survey asked: [QUESTIONS]. [NUMBER] people answered. Below are the answers, one response per line. Group only what people actually wrote. Count, don't estimate: write "5 of 12," not "most." Quote people word for word, and never blend two answers into one quote. Don't guess why people feel the way they do. Task: Summarize: the rating results, the top themes in the written answers with a count and two short quotes each, anything only one or two people said that is worth a look, and three questions a follow-up could answer. Format: Under 300 words. Sections: Ratings, Themes, Worth a look, Questions. Themes in order of count. Use counts, not percentages. Here are the responses: [RESPONSES]
Fill in the blanks
[BUSINESS]- Your business name and what you sell.
[QUESTIONS]- The survey questions, word for word. Themes make more sense when the model knows what was asked.
[NUMBER]- How many responses. It anchors every count.
[RESPONSES]- The answers, one per line, from your form's export. Delete names, emails and phone numbers first.
Example, filled in
A made-up example from the free lesson Build a Custom GPT Ad Copy Writer for Search and Social Ads. Harbor & Pine Coffee Roasters is the made-up online coffee brand in the ad copy writer lesson. It asked recent customers two questions; the 12 answers here are made up.
Role: You are analyzing customer survey results for Harbor & Pine Coffee Roasters, a small online coffee brand that roasts in small batches. Context: The survey asked: "How would you rate your last order, 1 to 5?" and "What's one thing we should change?" 12 people answered. Below are the answers, one response per line. Group only what people actually wrote. Count, don't estimate: write "5 of 12," not "most." Quote people word for word, and never blend two answers into one quote. Don't guess why people feel the way they do. Task: Summarize: the rating results, the top themes in the written answers with a count and two short quotes each, anything only one or two people said that is worth a look, and three questions a follow-up could answer. Format: Under 300 words. Sections: Ratings, Themes, Worth a look, Questions. Themes in order of count. Use counts, not percentages. Here are the responses: 5 | Offer a smaller bag so I can try more roasts 5 | Nothing, the roast date on the bag is great 4 | Shipping took 6 days 5 | Smaller bags please 3 | Box was crushed, beans fine 5 | Subscription that lets me rotate roasts 4 | Shipping was slow 5 | A sampler or smaller size 4 | Ground option for my drip machine 5 | Nothing 4 | Took almost a week to arrive 5 | Let me skip a month on the subscription
What a good answer looks like
- Ratings as counts: seven 5s, four 4s, one 3.
- Themes ranked by count: smaller bags or variety (4 of 12, counting the rotating subscription), shipping speed (3 of 12), subscription flexibility.
- "Worth a look" for the crushed box and the ground coffee request, each from one person.
- Questions like "How many customers would buy a sampler, and at what size?"
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: check every promise, name, date and number against what you gave it before anything goes out.
- Recount the biggest theme yourself. If it says 4 of 12, you should find four lines.
- Search for each quote in the responses. A quote you can't find, or one that merges two answers, comes out.
- Strike words like "most" or "customers love." With 12 answers, counts are all you can honestly say.
- Remove names, emails and order numbers before you paste, and don't change the business over one survey alone.
Practice it in the free lesson
Summarize a Meeting Transcript with ChatGPT: Paste a long meeting transcript into ChatGPT and get the decisions, an action items table with owners and due dates, and a follow-up email ready to send. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts.
Also useful: Build a Custom GPT Ad Copy Writer for Search and Social Ads
Terms used here
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