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Tell a vendor an ACH bounced without asking for bank details

  • For Accountants
  • You practice Giving the right context
  • Time about 5 minutes
  • Level Beginner

About this exercise

You're in Accounts Payable and a vendor payment was returned. Write a prompt for a plain-text email under 90 words to the vendor contact. It names the invoice, the amount and the return date, asks the vendor to call AP to confirm their bank details, and says nothing will be resent until that is done. Never ask for account numbers by email, never promise a resend date, and end with "Dana, Accounts Payable". No bullets or numbering.

Common mistakes when you ask AI for this

  • Asking for bank details or dates. The AI asks Sam to email the account number, or says payment will go out Friday. Try: Add: "Never ask for account numbers by email, give no resend date, and don't suggest the account was compromised."
  • Missing the callback number. The AI asks to 'contact us' with no number. Try: Say: "Ask Sam to call AP at 555-0140."
  • Missing the facts or sign-off. The AI leaves out the invoice, amount or the exact sign-off. Try: Add: 'Start with "Hi Sam," and end with the line: Dana, Accounts Payable.'
  • 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
  • Includes invoice details
  • Asks for a call
  • Bans bank details and dates
  • Caps length

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