Answer a vendor's past-due notice from your AP aging

About this exercise

A freight vendor says two invoices are past due. Write a prompt for a reply from Jo Park in AP: a first line that is a subject line naming both invoice numbers, the facts from your AP aging (one is paid, one is on hold and what you need), and a sign-off of "Jo Park, Accounts Payable". No apology and no promised payment date for the held invoice. Under 110 words.

Common mistakes when you ask AI for this

• No subject line or sign-off. The AI writes the body only and signs off with a placeholder like [Your Name]. Try: Say: "First line: Subject: naming both invoices. Sign off: Jo Park, Accounts Payable."
• Vague on the facts. The AI says 'we're looking into it' instead of giving the payment date and reference. Try: Ask: "Give the payment date and ACH ref for INV-5521, and ask for proof of delivery for PO 7712."
• Apologizing and promising. Replies to a collections notice default to sorry and 'we'll pay soon'. Try: Add: "No apology. Don't promise a pay date for the held invoice."
• Trusting the AI to count words. AI vendor replies run long and padded. Try: Ask for "under 80 words, 3 short paragraphs" and plain text, no bold.

What a strong prompt includes

• Asks for a subject line
• Names the sender
• Uses the aging facts
• Blocks apologies and promises
• Sets a length

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