{"id":"lead-project-handoff-to-new-owner-email","audience":"project-managers","category":"leadership-work","track":"leadership","level":"intermediate","technique":"context","title":"Hand a project to its new owner in a short email","free":false,"task":"Write a handoff email to the new owner, Dev, in plain text, under 150 words. First line exactly: Subject: Handoff: Vendor Portal project. Include four labeled lines: Status:, Next three dates:, Risks:, Files:. Use the latest information. Next three dates are the three earliest upcoming milestones, soonest first. Risks lists at most two. Last line exactly: I am reachable until Friday, Nov 21.","materialLabel":"Project notes (attached to your prompt automatically)","material":"Vendor Portal project - notes for handoff (today is Nov 10)\n\nStatus: 60 percent complete. Login and invoice screens are built. Payments screen is in testing.\n\nMilestones\n- Security review: Nov 14 (was Nov 12; moved by the security team).\n- User testing with 5 vendors: Nov 19.\n- Go-live: Dec 8.\n- Training for vendors: Dec 15.\n- Retrospective: Jan 12.\n(Some old notes show go-live as Dec 1. That date is wrong.)\n\nRisks\n- The payments provider has not confirmed its test environment fix (needed before Nov 19).\n- Two of the 5 vendors have not confirmed their testing time.\n- The budget is fine. The team is happy. (Not risks.)\n\nFiles: all documents are in the shared drive under Projects > Vendor Portal; the test plan is the file \"VP test plan v4\".","rules":[{"type":"maxWords","max":150},{"type":"plainText"}],"mistakes":[{"title":"Using the old date","why":"The AI uses Nov 12 or Dec 1.","fix":"Say: \"Use the latest information.\"","checks":["r1","r2"]},{"title":"Listing non-risks","why":"The AI includes the budget and team mood.","fix":"Say: \"Risks lists at most two real risks.\"","checks":["r2"]},{"title":"Wrong labels","why":"The AI uses headings and paragraphs.","fix":"Say: \"Four labeled lines: Status:, Next three dates:, Risks:, Files:.\"","checks":["r1"]},{"title":"Missing exact lines","why":"The AI writes its own subject and ending.","fix":"Say: \"First and last lines exactly as given.\"","checks":["r0"]},{"title":"Markdown","why":"The AI bolds labels.","fix":"Say: \"Plain text.\"","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":"Exact first and last lines","patterns":["subject: handoff","reachable until friday"]},{"label":"Four labels","patterns":["status:","next three dates:","risks:","files:"]},{"label":"Latest information","patterns":["latest"]},{"label":"Soonest first","patterns":["soonest first","three earliest"]},{"label":"At most two risks","patterns":["at most two","two risks"]}],"hint":"Give the exact first and last lines, the four labels, and the rules for the dates and risks.","rubricLabels":["The first line is exactly \"Subject: Handoff: Vendor Portal project\" and the last line is exactly \"I am reachable until Friday, Nov 21.\"","Has labeled lines Status:, Next three dates:, Risks: and Files:, with the dates Nov 14 (security review), Nov 19 (user testing) and Dec 8 (go-live), soonest first","Risks lists two items (the payments provider test environment fix and the two unconfirmed vendors), Files names the shared drive path and \"VP test plan v4\", and the wrong Dec 1 date and non-risks are not used"]}