{"id":"legalops-legal-hold-notice-for-counsel","audience":"legal","category":"legal-compliance","track":"legal","level":"advanced","technique":"context","title":"Draft a legal hold notice for counsel to approve","free":false,"task":"Draft a legal hold notice from the facts below, for Priya Anand, Associate General Counsel, to approve before it is sent. Plain text, under 230 words. The first line is exactly: DRAFT - FOR COUNSEL APPROVAL. Then these labels in order: To:, Re:, What to keep:, What to do now:, Questions:. What to keep lists only the categories named in the facts. Do not describe the dispute beyond its name, do not say who is at fault, and do not say what the law requires.","materialLabel":"Facts from Priya's note (attached to your prompt automatically)","material":"Matter name: Harbor Street Supply dispute. Notice date: Nov 9, 2026.\n\nPeople receiving the notice: Ravi Kumar (Procurement), Elena Soto (Finance), Jim Alder (Warehouse Manager).\n\nWhat they have that may matter: emails and chat messages about Harbor Street Supply since Jan 2025; purchase orders and invoices; shipment logs; notes from calls and meetings; text messages about Harbor Street on personal phones.\n\nWhat they should do now: stop deleting anything in those categories, do not edit or move files, do not forward them outside the company. IT will turn off auto-delete on their mailboxes by Nov 13. Anyone unsure whether something counts should ask before deleting.\n\nQuestions go to Priya Anand, ext 4417.\n\nOther things people said in the kickoff call: Ravi believes Harbor Street short-shipped on purpose. Someone thinks we will probably have to keep everything for seven years. Teams chats auto-delete after 30 days.","rules":[{"type":"maxWords","max":260},{"type":"plainText"}],"mistakes":[{"title":"Fault slips in","why":"The AI repeats the rumor that the supplier short-shipped on purpose.","fix":"Say: \"Do not describe the dispute or say who is at fault.\"","checks":["r2"]},{"title":"Legal claims added","why":"The AI adds seven years or what the law requires.","fix":"Say: \"Do not say what the law requires or give retention periods.\"","checks":["r2"]},{"title":"Missing the draft line","why":"The AI starts with a greeting or title.","fix":"Say: \"First line exactly: DRAFT - FOR COUNSEL APPROVAL.\"","checks":["r0"]},{"title":"Categories invented","why":"The AI adds record types that were not named.","fix":"Say: \"Use only the categories in the facts.\"","checks":["r1"]},{"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 first line","patterns":["draft - for counsel approval"]},{"label":"Labels in order","patterns":["to:","re:","what to keep"]},{"label":"Only named categories","patterns":["only the categories","named in the facts","only the"]},{"label":"No fault or law","patterns":["fault","what the law requires"]},{"label":"Word cap","patterns":["under \\d+ words"]}],"hint":"Fix the first line and labels, limit the categories and ban fault and legal claims.","mission":"Draft a legal hold notice for counsel to approve.","musts":["First line: DRAFT","No fault or law talk","Only named record types"],"rubricLabels":["The first line is exactly \"DRAFT - FOR COUNSEL APPROVAL\" and the labels To:, Re:, What to keep:, What to do now:, Questions: appear in that order","What to keep names the emails and chats since Jan 2025, purchase orders and invoices, shipment logs, call and meeting notes, and texts on personal phones, with nothing else; it says to stop deleting, not edit or move files, and not forward them; Questions: gives Priya Anand, ext 4417","It does not say Harbor Street short-shipped or is at fault, does not mention seven years or any legal requirement, and does not give a reason for the notice beyond the matter name"]}