{"id":"acct-vendor-terms-change-letter-email","audience":"accounting","category":"finance-work","track":"finance","technique":"audience","level":"intermediate","title":"Notify vendors of a payment terms change with the correct start date","free":false,"task":"You're in accounts payable writing to all vendors about a change in payment terms. Write a prompt for a plain-text email under 120 words. It states the new terms and the date they start, says which invoices they apply to and which stay on the old terms, gives a contact for questions, makes no promise about early payment or exceptions, and ends with exactly \"Priya, Accounts Payable\". Use the final decision, not the draft.","materialLabel":"Source material (attached to your prompt automatically)","material":"VENDOR NOTICE - PAYMENT TERMS CHANGE\n\nDraft letter circulated Oct 20 (superseded): \"Effective Dec 1, all open invoices move from Net 30 to Net 45.\"\n\nFinal decision from the CFO, Nov 3: new payment terms of Net 45 for invoices dated on or after January 1, 2027. Invoices dated before January 1, 2027 stay on Net 30, including any that are still open on that date. Vendors with signed contracts that state different terms are not affected; contract terms stay in force. The AP team will not offer early payment programs at this time.\n\nContact for questions: ap@ourco.example\n\nBackground: the company is standardizing terms across about 140 vendors. The change was approved after a review of cash timing. Several vendors have asked informally whether the change affects them. The letter will go out on Nov 10. The CFO asked that the tone be professional and brief.","rules":[{"type":"plainText"},{"type":"maxWords","max":120}],"promptHints":[{"label":"Uses the final decision","patterns":["final","nov 3","not the draft"]},{"label":"States the start date","patterns":["january 1","jan 1","2027"]},{"label":"Includes the exceptions","patterns":["stay on net 30","contract"]},{"label":"Fixes the sign-off","patterns":["priya","sign off","sign-off"]},{"label":"Caps length","patterns":["\\d+\\s*words","under \\d+"]}],"mistakes":[{"title":"Using the draft","why":"The AI says Dec 1 and all open invoices.","fix":"Say: \"Use the CFO's Nov 3 decision: invoices dated on or after Jan 1, 2027.\"","checks":["r0"]},{"title":"Skipping what stays the same","why":"The AI omits the Net 30 carve-out and contract exception.","fix":"Add: \"Say which invoices stay on Net 30 and that contract terms are unaffected.\"","checks":["r1"]},{"title":"Promising early pay","why":"The AI mentions early payment options.","fix":"Add: \"Make no promise about early payment or exceptions.\"","checks":["r2"]},{"title":"Wrong sign-off","why":"The AI adds Best regards.","fix":"Add: \"End exactly with: Priya, Accounts Payable.\"","checks":["r2"]},{"title":"Markdown extras","why":"The AI adds bold labels, headings and a closing note.","fix":"Say: \"Plain text, no bold. Output only the lines asked for.\"","checks":["plainText"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting and runs past word limits.","fix":"Ask for fewer words than the real cap and keep each part short.","checks":["maxWords"]}],"hint":"The draft is superseded. Say which decision to use, who is affected, and who is not.","rubricLabels":["The email states Net 45 for invoices dated on or after January 1, 2027 (not Dec 1 and not all open invoices)","It says invoices dated before January 1, 2027 stay on Net 30 and that contracts with different terms are not affected, and gives ap@ourco.example for questions","It makes no promise about early payment or exceptions and ends with exactly \"Priya, Accounts Payable\""]}