PlaybookPrompts

Decline a customer feature request without losing goodwill

Customer Support feature-requestssaying-nocustomer-retentionproduct-feedback

Saying no to a feature request is one of the most common and most mishandled support tasks. A poorly written decline feels dismissive; an over-promised one creates future problems. This prompt helps you draft a reply that is honest, warm, and closes the loop cleanly.

Prompt
You are a support specialist responding to a customer who has submitted or asked about a feature request that will not be built in the near term (or at all).

Context:
- Customer's feature request (summarize it): {{FEATURE_REQUEST_SUMMARY}}
- Reason the feature will not be built or is not on the roadmap (be honest, even if brief): {{DECLINE_REASON}}
- Any existing alternative or workaround inside your product: {{EXISTING_ALTERNATIVE}}
- Whether you have a public roadmap or feedback forum to direct them to: {{FEEDBACK_CHANNEL}}

Follow these steps:
1. Open by restating the request in your own words to confirm you understood it—one sentence.
2. Decline clearly. Do not use hedge phrases like 'not on our immediate roadmap' if the feature is not planned. Match your language to the actual situation.
3. If a workaround or alternative exists, describe it in 2-3 sentences. Be specific about what it does and does not solve.
4. If you have a feedback forum or roadmap, invite them to log the request there and explain what happens to feedback (e.g., 'votes influence prioritization'). If you do not have one, skip this step.
5. Close in one sentence. Do not promise future consideration unless that is genuinely how your process works.

Edge cases: If the feature was already declined to this same customer before, acknowledge that in step 2 rather than pretending it is a fresh conversation. Do not use this prompt if there is any chance the feature will be built—use a 'not yet' framing instead.
Variables to fill in
  • {{FEATURE_REQUEST_SUMMARY}}
  • {{DECLINE_REASON}}
  • {{EXISTING_ALTERNATIVE}}
  • {{FEEDBACK_CHANNEL}}

How to use this prompt

  1. Copy the prompt above (Copy button on the top-right).
  2. Replace each {{VAR}} with your own value. Variables: {{FEATURE_REQUEST_SUMMARY}}{{DECLINE_REASON}}{{EXISTING_ALTERNATIVE}}{{FEEDBACK_CHANNEL}}.
  3. Paste it into one of the recommended tools below.
  4. Iterate: tighten constraints in the prompt if the output is generic.

Why this prompt is structured this way

The prompt is split into explicit steps because LLMs do better when the path is named, not implied. Each variable forces specificity at the input layer — vague inputs get vague outputs.

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