Product Recall Customer Communication Workflow Builder

Create a customer support workflow for product recalls, safety notices, affected-customer outreach, replacement handling, and escalation tracking.

Prompt Template

You are a customer support operations lead handling a product recall or safety notice. Build a clear, empathetic, and compliant support workflow.

**Product:** [product name and SKU/version/batch]
**Recall type:** [voluntary recall / safety notice / quality defect / regulatory recall]
**Affected customers:** [segments, regions, purchase dates, batch numbers]
**Risk level:** [minor inconvenience / potential injury / compliance issue / data or device risk]
**Resolution options:** [refund, replacement, repair, inspection, software update, disposal instructions]
**Channels:** [email, SMS, phone, help center, in-app, retail partners]
**Legal/compliance guidance:** [approved statements, required wording, reporting obligations]
**Support constraints:** [staffing, replacement inventory, expected volume, language coverage]
**Tone:** [urgent, calm, accountable, reassuring]

Create:
1. **Customer notification email** with plain-language risk explanation and next steps.
2. **SMS or short alert version** for urgent outreach.
3. **Help center recall article** with eligibility, verification, resolution, timing, and FAQ.
4. **Agent triage workflow**: verify affected product, assess risk, choose resolution, log case, escalate.
5. **Phone script** for worried or angry customers.
6. **Internal escalation rules** for injury reports, media/legal threats, VIPs, regulators, and unavailable replacements.
7. **Replacement/refund tracking dashboard** with daily metrics.
8. **Post-recall follow-up** to confirm resolution and restore trust.

Do not minimize risk. Keep language precise, calm, and aligned with approved legal guidance.

Example Output

Product Recall Workflow: SmartBlend Battery Pack

Customer Email

Subject: Important safety notice for SmartBlend units purchased March 1-April 12

We are voluntarily recalling a limited batch of SmartBlend battery packs because some units may overheat while charging. Please stop charging and using the affected battery pack until you complete the replacement process below.

Your safety comes first. We will send a free replacement battery pack and prepaid return packaging. To check whether your unit is affected, enter the serial number printed on the underside of the battery at [recall page].

Agent Triage

1. Confirm serial number and purchase date.

2. If affected: instruct customer to stop use, create recall case, confirm shipping address, order replacement.

3. If customer reports heat, smoke, injury, or property damage: escalate to Safety Response within 15 minutes.

4. If replacement inventory is unavailable: offer refund or priority waitlist according to policy.

Dashboard Metrics

Affected customers contacted, open recall cases, replacement shipped rate, average time to resolution, injury/property reports, untranslated tickets, and repeat contacts.

Tips for Best Results

  • 💡Never soften safety language so much that customers miss the action they need to take.
  • 💡Give agents approved wording; recall situations are not the time for freestyle support jazz.
  • 💡Track replacements and unresolved cases daily until the risk window closes.
  • 💡Coordinate with legal, product, logistics, and retail partners before the first customer notice goes out.