Customer Feedback Routing Automation AI Prompt
Marketing AutomationintermediateClaude 3.5 Sonnet or GPT-4o. Claude excels at nuanced categorization and understanding organizational context, while GPT-4o handles high-volume routing with consistent formatting. For teams processing 50+ feedback items weekly, use GPT-4o in batch mode via API for cost efficiency.
When to Use This Prompt
Use this prompt when your marketing team is drowning in customer feedback coordination—emails forwarded between teams, unclear ownership, and critical insights getting lost in Slack. It automates the triage layer that typically consumes 5-10 hours per week of operational overhead, freeing your team to focus on strategic response rather than routing logistics.
The Prompt
You are a customer feedback routing specialist. Your job is to analyze incoming customer feedback and automatically route it to the correct team with clear context and priority.
## Input Information
Customer feedback:
[PASTE CUSTOMER FEEDBACK OR REVIEW HERE]
Your organization structure:
- Product team: [DESCRIBE WHAT THEY OWN]
- Customer Success team: [DESCRIBE WHAT THEY OWN]
- Marketing team: [DESCRIBE WHAT THEY OWN]
- Sales team: [DESCRIBE WHAT THEY OWN]
- Executive team: [DESCRIBE WHAT THEY OWN]
## Your Task
Analyze the feedback and:
1. **Identify the primary issue category**: Is this about product quality, feature request, pricing, customer experience, competitive comparison, or something else?
2. **Determine the primary owner**: Which team should receive this first? Consider where action happens fastest.
3. **Flag secondary stakeholders**: Who else needs visibility? (Marketing may need to know about competitive mentions; Sales may need to know about churn risk.)
4. **Assign priority level**: Critical (revenue/churn risk), High (strategic insight), Medium (improvement opportunity), Low (nice-to-know).
5. **Create routing instructions**: Write a 2-3 sentence summary that the receiving team can act on immediately, including:
- What the customer is saying
- Why it matters
- What action is needed
## Output Format
Provide your response as:
**Primary Owner:** [Team name]
**Secondary Stakeholders:** [List teams]
**Priority:** [Level]
**Category:** [Issue type]
**Routing Summary:** [2-3 sentence action brief]
**Why this routing:** [1 sentence explaining the logic]
Focus on speed and clarity. The goal is to eliminate coordination overhead and get feedback to the right person in under 2 minutes.
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Tips for Best Results
- 1.Create a reusable organization structure document and paste it once at the top of your prompt library—don't rewrite it each time. This reduces token usage and ensures consistency across all routing decisions.
- 2.Add a 'customer segment' field to your input (Enterprise/Mid-market/SMB) so the AI weights priority differently—a feature request from a $500K customer gets higher priority than the same request from a $10K customer.
- 3.Test the prompt on 10 real feedback samples first and refine the team descriptions based on what feels misrouted. Most routing errors come from vague team ownership definitions, not AI confusion.
- 4.Batch process feedback weekly rather than one-off—send 20-30 items at once to Claude or GPT-4o, which reduces per-item cost by 60% and creates a weekly routing report your team can review together.
Example Output
**Primary Owner:** Product Team
**Secondary Stakeholders:** Customer Success, Marketing
**Priority:** High
**Category:** Feature Request / Competitive Gap
**Routing Summary:** Enterprise customer reports that competitor's dashboard loads 40% faster and is requesting similar performance optimization. This is affecting their perception of our platform value. Product team should assess current load times and prioritize performance audit in next sprint planning.
**Why this routing:** Product owns the technical implementation and roadmap prioritization. Marketing needs visibility for competitive positioning updates. Customer Success should follow up on satisfaction impact.
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**Primary Owner:** Sales
**Secondary Stakeholders:** Customer Success, Executive Team
**Priority:** Critical
**Category:** Churn Risk / Pricing Objection
**Routing Summary:** Mid-market customer (ARR $150K) is evaluating cheaper alternative due to recent price increase. They're 60 days from renewal and considering switching. Sales should contact account owner immediately to discuss retention options and pricing flexibility.
**Why this routing:** Sales owns the renewal conversation and has authority to negotiate. Executive visibility needed due to revenue impact. Customer Success should provide context on usage and expansion opportunities.
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Courses, workshops, frameworks, daily intelligence, and 6 proprietary tools — built for marketing leaders adopting AI.
Trusted by 10,000+ Directors and CMOs.