{"id":"data2-email-report-delay-what-is-safe","audience":"operations","category":"data","track":"data","technique":"audience","level":"intermediate","title":"Email stakeholders about a delayed report and what is safe to use","free":false,"task":"The monthly KPI report will be late because of a data problem. Write a plain-text email to the leadership team under 110 words with a Subject: line, the new delivery time in the first sentence, and two short sections labeled Safe to use: and Do not use yet:. Don't blame a person, and don't promise a time beyond what the notes say.","materialLabel":"Incident notes (attached to your prompt automatically)","material":"Data incident - KPI report for October (Cypress Telecom)\n\nNormal delivery: 9:00 am on the 3rd business day. The report is due Wednesday, Nov 5.\n\nWhat happened:\n- The nightly load of billing data failed on Nov 3 and the retry also failed. Cause: a vendor changed a file format.\n- The data engineer (Priyam) has a fix being tested; it should be deployed by Wednesday 12:00 noon, and a full re-run takes about 3 hours, so the report will be ready Wednesday 4:00 pm if nothing else goes wrong.\n\nWhat is affected:\n- Revenue, ARPU and billing disputes: built from billing data, wrong or missing for Nov 1-3.\n- Customer counts, churn and network uptime: built from other feeds and are correct.\n- Support ticket volume: correct.\n\nDo not promise: a Thursday fallback time; the team doesn't know yet whether other vendor files changed.\nAudience: leadership team (CEO, CFO, COO). Short and calm.","rules":[{"type":"plainText"},{"type":"maxWords","max":110}],"mistakes":[{"title":"Burying the new time","why":"The AI opens with apologies and the story of the incident.","fix":"Add: \"First sentence: ready Wednesday 4:00 pm instead of 9:00 am.\"","checks":["r0"]},{"title":"Not separating the metrics","why":"The AI says 'some numbers may be off' without naming them.","fix":"Add: \"Safe to use: customer counts, churn, uptime. Do not use yet: revenue, ARPU, disputes.\"","checks":["r1"]},{"title":"Naming people or promising more","why":"The AI credits Priyam or promises a Thursday fallback.","fix":"Add: \"Don't name anyone and promise no other time.\"","checks":["r2"]},{"title":"Leaving the format to chance","why":"The AI picks its own length and layout unless told the exact shape.","fix":"Add: \"Plain text, no bold or headings.\"","checks":["plainText"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for a total word limit and it often lands over it.","fix":"Cap each part instead, for example \"each line under 15 words.\"","checks":["maxWords"]}],"promptHints":[{"label":"Asks for the new time first","patterns":["4:00 pm","first sentence"]},{"label":"Gives the two labels","patterns":["safe to use:","do not use yet:"]},{"label":"Names the metrics","patterns":["churn","revenue","arpu"]},{"label":"Rules out blame and promises","patterns":["don.t name","no promise","no apolog"]},{"label":"Fixes the subject line","patterns":["subject"]}],"hint":"A delay notice earns trust by giving the new time, what is safe to use, and what is not.","mission":"Tell leadership the report is delayed.","musts":["New time first","Safe vs do not use","No overpromising"],"rubricLabels":["The first sentence of the body says the October KPI report will be ready Wednesday at 4:00 pm (instead of 9:00 am), and the email starts with a Subject: line","Safe to use: lists customer counts, churn and network uptime (and support ticket volume), and Do not use yet: lists revenue, ARPU and billing disputes","The email does not name Priyam or blame the vendor as a person, and does not promise a Thursday or other fallback time"]}