thinkhard.SI

Prompt repository Customer support & success

Reply when a package shows delivered but the customer never got it

Tracking says delivered, the customer says nothing arrived, and you need a reply that helps them look, explains the claim process and offers only what policy allows.

Registry no.
SUP-032
Collection
Customer support & success
Laid out for
Any chat model
Score
10 out of 10
Blanks to fill
6
Added

Customer support & successAny chat

The prompt

Score 10 of 10, Excellent

Use it when Tracking says delivered, the customer says nothing arrived, and you need a reply that helps them look, explains the claim process and offers only what policy allows.

  • {{customer_name}}
  • {{channel}}
  • {{customer_message}}
  • {{tracking_details}}
  • {{lost_package_policy}}
  • {{agent_name}}
Full prompt and why it works
Prompt
Write a reply to {{customer_name}}, whose order shows as delivered but who says it never arrived, to send by {{channel}}. Many of these packages turn up nearby within a day or two and the rest need a claim, so the reply should help the customer check the likely places first and then tell them exactly what happens if it is still missing, so that they know where they stand without feeling accused of anything.

Customer's message:
"""
{{customer_message}}
"""

Order and tracking details (items, order number, carrier, delivery scan time and location, photo or signature if any, address on the order):
"""
{{tracking_details}}
"""

Our policy for packages marked delivered but not received (waiting period, carrier claims, replacement or refund rules):
"""
{{lost_package_policy}}
"""

Structure the reply:
1. One sentence that acknowledges this is frustrating.
2. What the tracking shows: the delivery date, time and location exactly as the carrier recorded them, and the address on the order, so they can spot a wrong address.
3. Places to check, as a numbered list of up to four, such as the building entrance, a mailroom or a neighbor, using only those that fit the details (no mailroom if the address is a house).
4. What happens next, using only the policy: how long to wait, what we will do then, and what we need from them.
5. A clear next step and when we will follow up.

Keep it under 180 words, signed "{{agent_name}}". It should read as helpful and matter-of-fact, never suspicious.

Rules:
- Offer a replacement, refund or reshipment only if the policy allows it at this point. Do not offer one early to end the conversation, and do not invent a waiting period.
- Do not suggest the customer is mistaken or that the package was stolen unless the tracking details show it.
- Do not promise what the carrier will do; say what we will do.

If the address on the order does not match what the customer says, mention it neutrally, ask them to confirm it, and add a first line "FOR THE AGENT: address mismatch; check before any replacement." If the policy does not say what to do at this stage, write [POLICY NEEDED] in step 4 instead of choosing an option.

Variables

{{customer_name}}
The customer's first name.
{{channel}}
How the reply will be sent, for example "email" or "chat".
{{customer_message}}
The customer's message, pasted in full.
{{tracking_details}}
The order, the carrier, the delivery scan with time and location, any photo or signature, and the shipping address.
{{lost_package_policy}}
Your rules for delivered-but-missing packages: how long to wait, when you file a claim, when you replace or refund.
{{agent_name}}
The name the reply is signed with.

Why it works

  • What to avoid. Replacements and refunds follow the policy's waiting period, not the wish to close the ticket, so the business does not pay twice for packages that turn up the next day.
  • Background facts. The carrier's scan time, location and the address on the order are quoted exactly, which is often all the customer needs to find the package.
  • If unsure. An address mismatch is raised neutrally with the customer and flagged to the agent before anything is reshipped.

How to use it

  1. Press Fill in variables and type your details into each blank. What you type stays in this browser.
  2. Copy the filled prompt into the AI tool you already use, such as ChatGPT, Claude or Gemini, or open it in the Grader or the Prompt Tester here.
  3. Before you rely on it, try it on three or four real examples. The Prompt Tester runs them all at once and shows which ones go wrong.
Use it from code

Get this prompt as JSON from the free REST API, with your own text in the blanks, or let an AI assistant fetch it through the MCP server. No key.

curl -s https://thinkhard.si/api/v1/prompts/delivered-not-received-reply

With the MCP server added to Claude, ChatGPT, Cursor or VS Code, call get_prompt with {"prompt": "delivered-not-received-reply"}, or just ask for it by name.