{"id":"ind-np-decline-in-kind-donation","audience":"nonprofit","category":"writing-emails","technique":"tone","title":"Turn down an in-kind donation and point to a better home","free":false,"task":"A kind donor offered used mattresses your shelter can't accept. Write a reply under 80 words, plain text: thank her in one sentence, say clearly in the second sentence that you can't accept used mattresses, then name the one partner from your list that takes them with its phone number, and mention one item you do need. Don't explain health regulations in detail. Write a prompt that gets you exactly that.","materialLabel":"Her email and your notes (attached to your prompt automatically)","material":"FROM: Patricia Engel\n\"Hello! We're redoing our guest rooms and have 3 queen mattresses (about 6 years old, very clean, no pets). Could your shelter use them? I can drop them off Saturday.\"\n\nYOUR NOTES - Northgate Family Shelter (fictional)\n- Policy: we can't accept used mattresses or upholstered furniture (county health code section 12.4, bedbug prevention). New, sealed mattresses only.\n- Partners who take used mattresses:\n  - Second Rest Furniture Bank: takes clean used mattresses, free pickup. 555-0177.\n  - Habitat ReStore: does NOT take mattresses (they stopped in 2024).\n  - Goodwill on 5th: doesn't take mattresses.\n- Current needs: new twin sheet sets, bath towels, diapers (sizes 4-5).\n- Patricia gave $100 last December.","rules":[{"type":"maxWords","max":80},{"type":"plainText"}],"mistakes":[{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for \"under 80 words\" and it often lands well over.","fix":"Cap each part instead: \"4 sentences, each under 18 words.\"","checks":["maxWords"]},{"title":"Softening the no","why":"The AI writes \"unfortunately we may not be able to\", which leaves her unsure.","fix":"Add: \"Sentence 1 thanks her; sentence 2 says we can't accept used mattresses.\"","checks":["r0"]},{"title":"Suggesting the wrong partner","why":"The AI suggests well-known places like Habitat or Goodwill, which don't take mattresses.","fix":"Add: \"Suggest only Second Rest Furniture Bank, 555-0177.\"","checks":["r1"]},{"title":"Over-explaining","why":"The AI explains bedbugs and code sections, which can sound like an accusation.","fix":"Add: \"No health code details. Mention one thing we need.\"","checks":["r2"]},{"title":"Ignoring where it will be pasted","why":"AI loves bold and headings, which show up as stray ** and # symbols in the email.","fix":"Name the place and the format: \"For the email. Plain text, no bold or headings.\"","checks":["plainText"]}],"promptHints":[{"label":"Says no clearly","patterns":["second sentence","clearly","can'?t accept"]},{"label":"Names the right partner","patterns":["second rest","555-0177","partner"]},{"label":"Mentions a need","patterns":["need","sheets","towels","diapers"]},{"label":"Skips the regulations","patterns":["health code","bedbug","regulation","don'?t explain"]},{"label":"Sets a word limit","patterns":["\\d+\\s*words","word (limit|count)"]}],"hint":"A kind no should be clear and helpful. Tell the AI where the no goes, which partner actually takes mattresses, and to skip the code talk.","rubricLabels":["The first sentence thanks her, and the second sentence says plainly that the shelter can't accept used mattresses","Names Second Rest Furniture Bank with 555-0177 (and free pickup is fine), and doesn't suggest Habitat ReStore or Goodwill","Mentions one current need (new twin sheet sets, bath towels or size 4-5 diapers) and doesn't explain the health code, bedbugs or section numbers"]}