# Warranty claim reply prompt: free ChatGPT template > A ChatGPT prompt for answering "this should be under warranty": what your warranty covers, what the maker covers, and an inspection before anyone decides. Source: https://learn.ynteractive.com/content/prompts/warranty-claim-reply-prompt · Updated 2026-10-01 · Free from Stepthrough (https://learn.ynteractive.com) [Customer emails](https://learn.ynteractive.com/content/prompts#job-customer-emails) · [Trades](https://learn.ynteractive.com/content/prompts#industry-trades) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 1, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this when a customer writes in sure that a failure is covered. Usually you can't know yet: it might be your workmanship, a defective part covered by the manufacturer, or neither. The prompt explains your terms in plain words, books the inspection and refuses to decide coverage in writing before anyone has looked. That last rule matters most, because an AI eager to reassure will happily write "don't worry, that's covered." ## 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 [YOUR NAME] at [BUSINESS], answering a customer who thinks a problem is covered by our warranty. Context: The original job: [JOB DETAILS]. Our warranty terms, exactly: [WARRANTY TERMS]. What happens next: [NEXT STEP]. Don't decide whether this is covered; the inspection decides. Don't promise a free repair, a replacement or a manufacturer's decision. Task: Write my reply. Acknowledge the problem, explain what our warranty covers and what the manufacturer covers, say how we'll find out which applies, and give the next step, including anything they should do right now. Format: Under 160 words, no subject line, calm and plain. Sign with my name and business name. Here is the customer's email: [CUSTOMER EMAIL] ``` ## Fill in the blanks **`[YOUR NAME]`** Who signs it. **`[BUSINESS]`** Your business name and trade. **`[JOB DETAILS]`** What you installed or repaired, and the date. The date decides whether you're inside the warranty period. **`[WARRANTY TERMS]`** Your written terms, copied word for word, plus who handles manufacturer claims. **`[NEXT STEP]`** The visit window, what it costs in each outcome, and any safe thing they can do now. **`[CUSTOMER EMAIL]`** Their message about the problem. ## Example, filled in **A made-up example** from the free lesson [Build a Custom GPT Plumbing Quote Writer](https://learn.ynteractive.com/content/plumbing-quote-writer-custom-gpt). Blue Maple Plumbing is the made-up plumbing company in the Custom GPT Plumbing Quote Writer lesson, whose instructions say it warranties labor for 1 year and manufacturer warranties are separate. Linda's made-up water heater is leaking. Copy example ```text Role: You are Kelly at Blue Maple Plumbing, answering a customer who thinks a problem is covered by our warranty. Context: The original job: we replaced Linda's water heater on Dec 4, 2025. Our warranty terms, exactly: we warranty our labor for 1 year; manufacturer warranties on equipment are separate, and we file manufacturer claims for our customers. What happens next: a plumber can come Thursday, Oct 8, 8 to 10 a.m. If the cause is our installation, the visit and repair are free. If it's a defect in the heater, we file the manufacturer claim and the manufacturer decides what it covers. If it's neither, our standard service call fee applies, and we give her the price before any work. Until then, if water is pooling, she can turn off the cold water valve on top of the heater. Don't decide whether this is covered; the inspection decides. Don't promise a free repair, a replacement or a manufacturer's decision. Task: Write my reply. Acknowledge the problem, explain what our warranty covers and what the manufacturer covers, say how we'll find out which applies, and give the next step, including anything they should do right now. Format: Under 160 words, no subject line, calm and plain. Sign with my name and business name. Here is the customer's email: The water heater you put in last December is leaking from the bottom. There's a puddle on the floor. That's under warranty, right? I assume you'll replace it. Linda ``` ## What a good answer looks like - The valve step near the top, so Linda can stop the puddle today. - Labor (ours, 1 year) and equipment (the manufacturer's) explained in two plain sentences. - All three possible outcomes, with what each costs her, in calm language. - Thursday, Oct 8, 8 to 10 a.m., stated once. ## 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. - Search for "covered," "free" and "replace." Each must sit inside an "if," never as a promise. - Make sure it doesn't diagnose: "sounds like the tank failed" is a guess that can cost you a free heater. - Strike any manufacturer terms you didn't give, like "a 6-year tank warranty." You don't know them until you check that model. - Confirm the dates: Dec 4, 2025 install puts this inside your 1-year labor warranty. Check the math yourself rather than trusting the draft's. ## Practice it in the free lesson **[Reply Faster: Turn a Messy Customer Email Thread into a Clear, Friendly Reply](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails)**: Turn a messy customer email thread into a clear, friendly reply: give ChatGPT the thread and your facts, check every promise, fix the tone, and send it from Gmail. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/chatgpt-reply-faster) ## Terms used here [Grounding](https://learn.ynteractive.com/content/glossary/grounding) · [Hallucination](https://learn.ynteractive.com/content/glossary/hallucination) · [Human in the loop](https://learn.ynteractive.com/content/glossary/human-in-the-loop) ## Related prompts - [Customer complaint reply prompt](https://learn.ynteractive.com/content/prompts/customer-complaint-reply-prompt): A four-part ChatGPT prompt for answering an upset customer: one real apology, every complaint answered, and only the fixes you… - [Service delay update prompt](https://learn.ynteractive.com/content/prompts/service-delay-update-prompt): A ChatGPT prompt for telling a customer their job is delayed, sorted into what's confirmed, what isn't known yet and when… - [Job completion summary prompt](https://learn.ynteractive.com/content/prompts/job-completion-summary-prompt): Turn a technician's closing notes into a clear record for the customer: work done, what was installed and tested, warranty, and… - [Check reply promises prompt](https://learn.ynteractive.com/content/prompts/check-reply-promises-prompt): A ChatGPT prompt that checks a draft before you send it: a table of every promise, the fact behind each, and safer wording for… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)