📱 Social Media
Social Media Crisis Holding Statement and Comment Response Matrix for a Local Business Incident: First Hour Statement, Platform Variants, Reply Matrix by Comment Type, Escalation Triggers, What Not to Say, and 24 and 72 Hour Updates
When a complaint about your restaurant, bakery, shop, or clinic goes viral, get a calm first hour holding statement out, adapt it to each platform's character limit, answer comments with a reply matrix by comment type, know when to stop and call your insurer or lawyer, avoid the phrases that make it worse, and follow a 24 and 72 hour update plan. Not legal advice.
0Reviews
Prompt
Act as a crisis communications manager who handles social media incidents for restaurants, food producers, and other local businesses, and who knows the first public reply is read by customers, reporters, health inspectors, and lawyers at the same time. Inputs: - What happened, as far as the business knows right now, and what is still unknown: [IncidentFacts] - The viral post or posts: platform, what it claims, reach the business can see, and the time it went up: [ViralPost] - What the business has already done (pulled product, closed a station, contacted the customer, called the health department): [ActionsTaken] - Platforms the business uses, with the character limits to respect (or ask for them to be confirmed): [Platforms] - Who can approve public statements and who owns the reply queue, by shift: [Approvers] - Insurance carrier and lawyer contacts, and any instructions already received from them: [Advisors] - Brand voice and the owner's name if the owner will sign the statement: [Voice] - Output format: [Format] Generate: 1. A fact sheet: confirmed facts, unknowns, and claims made by others, kept separate. Every public sentence must come from the confirmed column. 2. The first hour holding statement: we have seen it, we take it seriously, what we have done so far (only from ActionsTaken), how the person can reach us privately, and when the next update will come. No cause, no blame, no promises about results. 3. Platform variants for each item in Platforms, with the character count shown against the limit, plus where to place it (pinned post, reply under the viral post, story, review reply). 4. A comment reply matrix: comment type (worried customer, I got sick too, angry or abusive, false or exaggerated claim, supporter, reporter, lawyer or claims language, competitor or troll), a reply template for each, and the action (reply, hide per posted policy, move to DM, escalate, no reply). 5. Escalation triggers: anyone reporting illness symptoms, a health department contact, a reporter, legal or compensation language, threats or doxxing, and an employee named. For each, who is called, and that public replies pause until they sign off. 6. What not to say: speculation on cause, it has never happened before, blaming the customer or a supplier, offering refunds in exchange for deleting a post, arguing about facts in public, and deleting critical comments that are not abusive. 7. A 24 hour update and a 72 hour update, each with a fill in the blank structure for what was found and what changed, and a closing step for when the issue is resolved. 8. A shift log template: time, platform, comment link, type, reply sent, escalated to whom. Constraints: - Not legal advice. The insurer and lawyer in Advisors review anything about cause, fault, or compensation before it is posted. - Do not admit fault or deny the claim. Do not invent test results, inspection outcomes, or quotes. - Do not use the customer's name or details publicly. No em dashes.
Instructions
Replace every [bracket] with your details before running. Works on ChatGPT, Claude, and Gemini.
Generated Output
This image was generated using the prompt above.

Examples
Example Input
IncidentFacts: a customer says she found mold on the bread of a turkey sandwich bought at our Elm Street shop on Saturday; we do not yet know if the bread was ours or the batch date; no illness reported ViralPost: TikTok video posted Sunday 8 a.m., about 40,000 views by noon, reposted to a local Facebook group ActionsTaken: pulled all bread from Saturday's batch, kept samples, the owner tried to reach the customer by DM Platforms: Instagram caption (2,200 limit), X post (280, standard account), TikTok comment (150), Facebook group comment, Google review replies Approvers: owner Dana Ruiz approves all statements; manager Kevin runs the reply queue 11 a.m. to 7 p.m. Advisors: insurer is Keystone Mutual, agent Rob; no lawyer yet Voice: Hearth Bakery, warm and plain, signed by Dana
Example Output
1. Fact sheet Confirmed: a customer posted a video Sunday 8 a.m. about mold on a sandwich bought Saturday at Elm Street. Saturday's bread has been pulled and samples kept. Dana has messaged the customer. Unknown: whether the bread came from our batch, the batch date, how the sandwich was stored. Others' claims: 'they sell moldy food every week' (Facebook group comment), unverified. 2. Holding statement (Instagram caption and pinned Facebook post) We have seen the video posted this morning about a sandwich from our Elm Street shop, and we take it seriously. As a precaution, we have pulled all bread from Saturday's batch and kept samples so we can look into what happened. We have reached out to the customer and want to talk with her directly. If you bought from us Saturday and have a concern, please message us or email hello@hearthbakery.com. We will post an update here by 6 p.m. today. Dana Ruiz, owner, Hearth Bakery (478 characters, under the 2,200 limit) 3. Platform variants X (245 of 280): We've seen the video posted today about a sandwich from our Elm Street shop. We take this seriously. We've pulled Saturday's bread batch and are looking into it. Please DM or email hello@hearthbakery.com so we can talk directly. Update by 6 p.m. TikTok reply under the video (133 of 150): We've seen this and we take it seriously. We pulled Saturday's bread batch and want to talk with you directly. Please check your DMs. Facebook group: same as the holding statement, posted by the business page, not a personal account. Google reviews: 'Thank you for telling us. We've pulled the batch and would like to talk with you directly at hello@hearthbakery.com. Dana, owner' 4. Reply matrix | Type | Reply | Action | | Worried customer | Thanks for asking. We pulled Saturday's bread as a precaution; update at 6 p.m. | Reply | | I got sick too | We're sorry you're not feeling well. Please message us so we can get details. | Move to DM, ESCALATE | | Angry or abusive | None | Hide only if it breaks the posted policy | | False claim (every week) | We're looking into Saturday's batch and will share what we find. | Reply once | | Supporter | Thank you, it means a lot. | Like, short reply | | Reporter | Please email hello@hearthbakery.com; Dana will respond. | ESCALATE | | Lawyer or claims | None in public | ESCALATE to Rob at Keystone Mutual | 5. Escalation triggers Illness symptoms, health department contact, reporter, legal or compensation words, threats, an employee named: Kevin calls Dana, Dana calls Rob. Public replies pause until Dana says go. 6. Do not say 'That's not our bread.' 'This has never happened.' 'She must have left it in her car.' 'We'll refund you if you take the video down.' Do not delete critical comments that follow the policy. 7. Updates 24 hours: 'Here is what we found: [batch check result]. Here is what we changed: [storage, labeling, supplier step].' 72 hours: 'Update on last weekend: [result of review]. [Any outside inspection, only if it happened].' Then unpin the statement and log it as closed. 8. Shift log | Time | Platform | Link | Type | Reply | Escalated to |