{"id":"hr-concern-acknowledgment-email-no-promises","audience":"hr","category":"people-work","track":"people","level":"advanced","technique":"tone","title":"Acknowledge an employee's concern without promising outcomes","free":false,"task":"Write the acknowledgment email to Priscilla in plain text, under 130 words. First line exactly: Subject: Re: Your concern. Thank her for raising it, describe the next steps from the process notes in order (who will contact her, within how many days), and explain the limits of confidentiality. Do not conclude anything about what happened, do not promise an outcome, and do not name anyone she mentioned. Last line exactly: Sincerely, Dolores Pike, People Team. Legal and HR review before sending.","materialLabel":"Her message and the process notes (attached to your prompt automatically)","material":"Message from Priscilla Adeyemi (Nov 8): \"I want to report that my supervisor, Dale Hobbs, has been giving me worse shifts since I asked for a schedule change in September. I think it's retaliation. I don't want to get anyone in trouble, but I need it to stop. Please keep this between us.\"\n\nProcess notes (People Team)\n- An HR partner acknowledges every concern within 2 business days and contacts the employee within 5 business days to hear the details.\n- HR then decides whether a formal review is needed and tells the employee what the next stage is.\n- Confidentiality: information is shared only with people who need to know to look into the concern; HR cannot promise that no one else will be told.\n- The company does not allow retaliation against anyone who raises a concern in good faith.\n- Do not discuss findings or make conclusions in the acknowledgment.\n- The HR partner assigned is Dolores Pike.","rules":[{"type":"maxWords","max":160},{"type":"plainText"}],"mistakes":[{"title":"Promising confidentiality","why":"The AI says 'this will stay between us'.","fix":"Say: \"Explain the limits of confidentiality; do not promise secrecy.\"","checks":["r1","r2"]},{"title":"Concluding","why":"The AI says retaliation is not tolerated and will be addressed as if it happened.","fix":"Say: \"Do not conclude anything or promise an outcome.\"","checks":["r2"]},{"title":"Naming Dale","why":"The AI repeats the supervisor's name.","fix":"Say: \"Do not name anyone she mentioned.\"","checks":["r2"]},{"title":"Exact lines","why":"The AI writes its own subject and sign-off.","fix":"Say: \"First and last lines exactly as given.\"","checks":["r0"]},{"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"]},{"title":"Markdown","why":"The AI bolds words or adds headings.","fix":"Say: \"Plain text, no bold, no headings.\"","checks":["plainText"]}],"promptHints":[{"label":"Exact lines","patterns":["subject: re: your concern","sincerely, dolores pike"]},{"label":"Steps in order","patterns":["next steps","in order"]},{"label":"Confidentiality limits","patterns":["confidentiality","limits"]},{"label":"No promises","patterns":["do not promise"]},{"label":"Word cap","patterns":["under \\d+ words"]}],"hint":"Give the exact lines, ask for the steps in order and the limits of confidentiality, and ban promises and conclusions.","mission":"Acknowledge Priscilla's concern without promising any outcome.","musts":["Next steps in order","Explain confidentiality limits","Name no one"],"rubricLabels":["The first line is exactly \"Subject: Re: Your concern\" and the last line is exactly \"Sincerely, Dolores Pike, People Team\"","Thanks her, gives the steps in order (acknowledged within 2 business days, contact within 5 business days, then HR decides on a formal review and tells her), and explains that information is shared only with people who need to know so complete secrecy cannot be promised","Reaches no conclusion about retaliation or what happened, promises no outcome (such as the shifts changing), and does not name Dale Hobbs"]}