Use AI to write a clear shop policy reminder that informs customers without sounding harsh or defensive.

Sometimes you need to remind customers about your shop's policies — like payment terms, warranty limits, diagnostic fees, or after-hours drop-off rules — but you don't want to sound rude or create conflict. AI can help you draft a polite, professional policy reminder that protects your shop while keeping the tone friendly and respectful. **Step 1:** Identify the policy you need to communicate — for example, 'we require payment at pickup,' 'diagnostic fees apply even if repair is declined,' or 'warranty covers parts but not labor.' **Step 2:** Open ChatGPT or Claude and paste the prompt below, filling in your specific policy and the reason you're sending it (like a customer asking for an exception or misunderstanding the terms). **Step 3:** Review the AI's draft. Make sure it sounds like you and fits the situation — adjust any wording that feels too formal or not firm enough. **Step 4:** Copy the final message into your email, text, or printed shop document. Send it or post it where customers will see it. **Step 5:** Save the polished version in your notes so you can reuse it the next time the same question or situation comes up. This workflow helps you enforce your shop's rules without damaging customer relationships or spending time agonizing over the right words.

February 26, 2026