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Query a contractor invoice that does not match the agreement

  • For Small business owners
  • You practice Getting the tone right
  • Time about 5 minutes
  • Level Beginner

About this exercise

You own a small shop and a contractor's invoice looks higher than your agreement. Write a prompt for a plain-text email under 130 words that shows three lines starting "Agreement:", "Invoiced:" and "Difference:", each with the math. Ask which is right and for what you need to see. Stay polite, don't accuse, and don't say what you will or won't pay yet.

Common mistakes when you ask AI for this

  • Accusing the contractor. The AI writes 'you overcharged us' or hints at bad faith. Try: Add: "Polite and curious. No accusations."
  • Committing on payment. The AI says it will pay the original amount or hold payment. Try: Add: "Don't say what we will or won't pay."
  • Including materials in the gap. The AI compares the invoice total and gets a different difference. Try: Say: "Compare labor only; materials match."
  • Markdown extras. The AI adds bold labels, headings and a closing note. Try: Say: "Plain text, no bold. Output only the lines asked for."
  • Trusting the AI to count words. AI is bad at counting and runs past word limits. Try: Ask for fewer words than the real cap and keep each line short.

What a strong prompt includes

  • Names the reader
  • Asks for the labeled lines
  • Requests documents
  • Sets tone
  • Blocks payment commitments

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