{"id":"revops-seat-true-up-notice-email","audience":"revops","category":"sales-work","technique":"context","track":"sales","level":"intermediate","title":"Email a customer about a seat true-up with the math and next step","free":false,"task":"Write an email to a customer about seats used above the licensed amount. Plain text under 140 words, subject line first, starting \"Hi Mira,\". State the licensed and used seats, show the true-up math in one line (extra seats x price x 12 = amount), say that Finance will send the invoice after Mira confirms the count, and ask her to confirm or correct the count by Nov 20. Do not threaten, do not mention penalties, and do not call it a violation.","materialLabel":"Contract and usage data (attached to your prompt automatically)","material":"Customer: Ridgeview Property Group. Contact: Mira Soto, operations manager. Sender: Gwen (RevOps / billing).\n\nContract: 40 licensed seats at $30 per seat per month, annual term to Mar 31 2027. Contract clause (summary): seats used above the licensed number are trued up at the same list price for the remaining term, invoiced after the customer confirms the count.\n\nUsage on Nov 2 2026: 47 active seats (7 above licensed). 2 of the 47 were added by a manager on Oct 28 for temporary staff and may be deactivated.\nTrue-up estimate: 7 x $30 x 12 = $2,520 for a full year; the remaining term is shorter, so Finance will prorate the final invoice.\n\nInternal notes (not for the email): a $500 late-fee clause exists in the contract; an AE thinks they used the seats on purpose. Do not mention.\nFinance contact for invoice questions: billing@tallyhouse.example.","rules":[{"type":"maxWords","max":140},{"type":"plainText"}],"mistakes":[{"title":"Mentioning penalties","why":"The AI refers to the late-fee clause.","fix":"Add: \"Don't mention penalties or violations.\"","checks":["r2"]},{"title":"Math not shown","why":"The AI says 'about $2,500'.","fix":"Add: \"Show the math in one line: 7 x $30 x 12 = $2,520.\"","checks":["r1"]},{"title":"Skipping the confirm step","why":"The AI says an invoice will be sent now.","fix":"Add: \"Finance invoices after she confirms the count.\"","checks":["r1"]},{"title":"Long email","why":"The AI writes a long formatted email.","fix":"Add: \"Plain text under 100 words, subject first.\"","checks":["r0","maxWords","plainText"]}],"promptHints":[{"label":"Gives the seat counts","patterns":["40","47","licensed","used"]},{"label":"Asks for the math line","patterns":["math","7 x","x 12"]},{"label":"Sets the confirm step","patterns":["confirm","nov(ember)? 20","after"]},{"label":"Bans threats","patterns":["threat","penalt","violation"]},{"label":"Sets form","patterns":["subject","plain text","under 100"]}],"hint":"Ask for the counts and the one-line math, the confirmation step and the words to avoid.","rubricLabels":["Line 1 starts with \"Subject:\" then \"Hi Mira,\" and the email states 40 licensed seats and 47 used seats","Shows the math in one line, 7 x $30 x 12 = $2,520, says the final invoice is prorated by Finance after Mira confirms the count, and asks her to confirm or correct the count by Nov 20","Does not mention the late fee, penalties, a violation or any suspicion about intent, and contains no threatening wording"]}