How to Conduct Demo - Proofread Email Assistant

Once you have created the Proofread Email Assistant bot. You can start conversing with the bot using the sample query attached.

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Sample Queries for Proofread Email Bot.docx

Note: The response generated by the assistant may vary, as it is powered by a generative AI model that can produce diverse outputs based on the same input factors.

Lets Start Querying the Bot:

Sample Query 1:

  1. User Query:

User asks to proofread the drafted email that requests the recipient to know the status of my gas refund for the year 2019 and 2020 since July 2024.

  1. Assistant Response:

  • To assist you with your gas refund status inquiry for the year 2019 and 2020 since July 2024, I recommend contacting your gas company's customer service directly. They should be able to provide you with up-to-date information regarding your refund status.

  • If you have access to any online account or self-service portal provided by your gas company, checking there might also give you immediate information.

  • Is there anything else you need assistance with?

  1. User Input:

EnerTechia Customer Service Electricity and Gas
Hello,
We have received your request sent by email. Our team will get back to you within 24 working hours.
Kind regards,
Your EnerTechia Customer Service.
My contacts:
Online at www.enertechia.fr
By phone at 09 70 80 69 69 (local call rate)

  1. Assistant Response:

  • It looks like you've received an automated acknowledgment from EnerTechia's Customer Service regarding your inquiry. They mentioned they will respond within 24 working hours.

  • If you haven't heard back after this period, you may consider following up with them either via their provided phone number or online through their website for more immediate assistance.

  • If you need further help crafting a follow-up message or have any other inquiries, feel free to let me know!

  1. User Input:

  • Follow-up message

  1. Assistant Response: This is a request to proofread and refine an email template provided by a user. The goal is to create a follow-up email that the user can adjust if needed and send to the recipient. The resulting email should be well-structured, clear, and appropriate for inquiring about the previous communication.

To create an effective follow-up message to EnerTechia's Customer Service, we should reiterate your initial query clearly and politely request an update. Here's a draft you can use:

Subject: Follow-Up: Status of Gas Refund Inquiry

Dear EnerTechia Customer Service,

I hope this message finds you well. I am writing to follow up on my previous inquiry regarding the status of my gas refund for the years 2019 and 2020. I initially reached out on [insert date if known], and according to the acknowledgment email I received, I was informed that I would receive a response within 24 working hours.

As I have not yet received an update, I would appreciate it if you could provide some information regarding my refund status at your earliest convenience.

Thank you for your attention to this matter.

Kind regards,

[Your Full Name]

[Your Contact Information (if needed)]

Feel free to customize the message further if you have specific details or preferences. Let me know if there's anything else I can assist you with!

Below is the screenshot to show on how the conversation looks with the actual Assistant:

Sample Query 2

  1. User Query:

User asks to proofread the drafted email that requests the recipient to know the status of my file for the gas contract. I have been waiting for a refund since July 24 for the year 2019/2020 following a meter reference switch. Kind regards

  1. Assistant Response:

To assist you with your inquiry regarding the status of the gas contract file and the refund for the year 2019/2020, I need a bit more context. Could you please let me know the details about any previous communications you have had regarding this refund request, including any reference or case numbers? This information will help me provide you with the most accurate assistance.

  1. User Input: 

EnerTechia Customer Service Electricity and Gas
Subject: We have received your claim – Follow-up and actions in progress
BP: 105xxxxxx
Mr. XXXX,
Thank you for your email. I am sorry to hear that you are still waiting for a refund since July 24 for 2019 and 2020. I understand this situation can be frustrating and I’m here to help.
After checking your file, I see your request is being handled by our Expertise Service. Rest assured, they will contact you no later than February 6, 2025, with the appropriate responses.
Please note that this situation does not reflect the level of service we aim to provide.
To speed up processing, I have escalated your case and assure you that all necessary actions will be taken to accelerate the resolution.
I kindly ask for your patience while the service proceeds accordingly.
I remain available for any other request and wish you a pleasant day.
See you soon,

  1. Assistant Response:

Thank you for sharing the information from the email response you have drafted. I'll review the draft and suggest improvements to ensure it's as clear, empathetic, and professional as possible. Let's start by breaking it into three parts:

Part 1: Rephrased Email Draft
Subject: We have received your claim – Follow-up and Actions in Progress

Dear Mr. XXXX,

Thank you for your email. I’m truly sorry to hear about the delay in receiving your refund for the year 2019/2020. I understand how frustrating this situation can be, and I want to assure you that I am here to assist.

Upon reviewing your file, I have confirmed that your request is currently being handled by our Expertise Service. They are committed to reaching out to you by February 6, 2025, with the necessary details.

I understand that this delay does not reflect the high standard of service we strive to provide. In an effort to expedite the process, I have escalated your case to ensure all required actions are taken swiftly.

Your patience is greatly appreciated as we work towards a resolution. Please feel free to reach out if there's anything else I can assist you with.

Wishing you a pleasant day ahead.

Kind regards,

[Your Name]

[Your Position]

EnerTechia Customer Service

Part 2: Summary of Modifications
Tone: Enhanced empathy by expressing understanding of the customer's frustration early in the email.
Language: Made slight adjustments for clarity and professionalism (e.g., "I understand" instead of "I kindly ask for").
Structure: Reorganized information for logical flow, starting with the acknowledgment and moving to actions being taken.
Vocabulary: Used terms that convey assurance and reliability (e.g., "committed to reaching out," "expedite the process").
Part 3: Flagged Vocabulary
"See you soon" was removed in favor of "Wishing you a pleasant day ahead," which maintains professionalism in written communication.
Adjusted "speed up processing" to "expedite the process" for better clarity and formality.
Please let me know if this revised draft meets your expectations or if there are any other aspects you would like to adjust further.

  1. User Input:

  • Follow-up message

  1. Assistant Response: This is a request to proofread and refine an email template provided by a user. The goal is to create a follow-up email that the user can adjust if needed and send to the recipient. The resulting email should be well-structured, clear, and appropriate for inquiring about the previous communication.

To follow up effectively and maintain a professional tone, here's a suggested draft for your follow-up message:

Subject: Follow-Up on Refund Processing - BP: 105xxxxxx

Dear Mr. XXXX,

I hope this message finds you well. I am writing to follow up on the refund request for the year 2019/2020, associated with a meter reference switch. As previously mentioned, your case was escalated to our Expertise Service team, and they planned to contact you by February 6, 2025.

I wanted to ensure that you have received communication from them and to verify if there are any further updates or questions you might have. Your satisfaction is important to us, and we are committed to resolving this matter promptly.

Please let me know if you need any additional assistance or have further inquiries. I am here to help.

Thank you for your patience and understanding.

Kind regards,

[Your Name]

[Your Position]

EnerTechia Customer Service

This draft reinforces the previous message while maintaining empathy and support. Please adjust the placeholders with your actual name and position before sending. If you need further adjustments or another draft, feel free to let me know!

Below is the screenshot to show on how the conversation looks with the actual Assistant:

Sample Query 3:

  1. User Query: 

Hello Madam/Sir,
Please do not deduct the €6.25 on November 25.
I should not be paying for the property at xxxxxxxx.
I never lived there.
Please take note.
Thank you for your understanding.
Have a great day.

  1. Assistant Response:

Thank you for sharing the customer message with me. To assist you further, could you please provide the following:

  • Context: What has been discussed or resolved so far with the customer related to this issue? Were there any previous interactions or calls that need to be referenced in the response?

  • Your Draft Response: Share the initial draft of your email response. This will help me provide tailored suggestions to improve clarity, empathy, and professionalism in your reply.

Once I have this information, I can better assist you in crafting a response.

  1. User Input:

EnerTechia Customer Service Electricity and Gas

Subject: My EnerTechia Customer Service responds to me regarding my request to cancel a deduction
BP: 11xxxxxxxxx

Mme XXXXXXXX,

After verification, I note that your request has already been handled and you were given a response today.

I inform you that the electricity closing invoice No. 1xxxxxxxxxxxxxx of €6.25 covers your consumption from October 3 to October 25, 2024, and the ENEDIS activation fee (common to all electricity providers).

Therefore, I regret that we cannot cancel this invoice.

The subscription during this period was already offered to you.

Additionally, once the gas contract is terminated, EnerTechia will issue the gas closing invoice.

Once both invoices are settled, you will no longer receive bills from us.

Thank you for your understanding and have a great day.

See you soon,

  1. Assistant Response:

Thank you for providing your draft response. Let's refine it to ensure clarity, empathy, and professionalism. Here's a revised version:

Subject: Your Request Regarding the Deduction Cancellation

Dear Mme XXXXXXXX,

Thank you for reaching out regarding your recent query about the deduction.

Upon revisiting your case, I see that you have already received a response today. The electricity closing invoice, reference No. 1xxxxxxxxxxxxxx, for €6.25 includes charges for your electricity consumption from October 3 to October 25, 2024, along with the ENEDIS activation fee, which is a standard charge across all electricity providers.

I understand your concern; however, we are unable to cancel this invoice. Please be assured that the subscription fee for this period has already been waived as a gesture of goodwill.

Furthermore, once your gas contract is concluded, we will provide a final gas closing invoice. After all pending invoices are settled, there will be no further bills from EnerTechia.

We appreciate your understanding in this matter. Should you have any more questions or need further assistance, feel free to reach out.

Wishing you a pleasant day ahead.

Warm regards,

[Your Name]

[Your Position]

EnerTechia Customer Service

Summary of Improvements:

  • Tone and Empathy: The response begins with thanking the customer, which sets a positive tone. An understanding statement is included to show empathy.

  • Clarity and Structure: Information about the invoice and reasons for non-cancellation are clearly outlined. It also mentions what's offered and next steps, making the email easier to comprehend.

  • Politeness and Professionalism: The closing lines offer further assistance and have a warm sign-off.

Flagged Vocabulary: None noted as inappropriate, but made slight adjustments for clarity.

Please review and let me know if this version meets your needs or if you need further adjustments. Would you like help with another message?

  1. User Input:

  • Follow up message

  1. Assistant Response: This is a request to proofread and refine an email template provided by a user. The goal is to create a follow-up email that the user can adjust if needed and send to the recipient. The resulting email should be well-structured, clear, and appropriate for inquiring about the previous communication.

For the follow-up message, the aim will be to maintain consistency with the first response while ensuring the customer feels heard and supported. Here’s a draft for the follow-up:

Subject: Follow-up on Your Invoice Inquiry

Dear Mme XXXXXXXX,

I hope this message finds you well.

I wanted to follow up regarding your previous inquiry about the €6.25 deduction. Our goal is to ensure you have all the information you need about your recent electricity closing invoice.

As mentioned in my last email, this invoice includes the standard ENEDIS activation fee and your recorded consumption from October 3 to October 25, 2024. We’ve already waived the subscription fee for this period, and we sincerely apologize for any inconvenience this situation might cause.

Please remember that after your gas contract is officially closed, we will send the final gas closing invoice. Once all due invoices are settled, you will no longer receive any bills from EnerTechia.

If there are any more concerns or specific questions you have, please do not hesitate to reach out. We are here to support and assist you in any way we can.

Thank you once again for your understanding and cooperation.

Warm regards,

[Your Name]

[Your Position]

EnerTechia Customer Service

Tips for Follow-Up:

  • Empathize and Reassure: Restate your empathy to assure the customer their concern is important.

  • Consistency: Ensure consistency with the first message so the customer understands their issue is being handled coherently.

  • Open Offer for Further Support: This reinforces the idea that you're always available to help with additional queries.

Please let me know if you need further modifications or if you have another case you'd like help with!

Below is the screenshot to show on how the conversation looks with the actual Assistant:

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You have successfully conducted a demo version of Proofread Email Assistant using iX Hello.

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