Ask a vendor to refund or apply a credit balance by check

About this exercise

You're in accounts payable emailing a vendor that holds a credit balance. Write a prompt for a plain-text email under 130 words that states the credit with its math, gives the two choices (refund by check, or apply to the open invoice with the remaining credit shown), asks for a reply by Nov 13, never asks for or shares bank details by email, and ends with exactly "Priya, Accounts Payable".

Common mistakes when you ask AI for this

• Skipping the math. The AI says there is a credit balance with no figures. Try: Add: "State $1,500 + $840 = $2,340."
• Offering only a refund. The AI leaves out applying it to the open invoice. Try: Add: "Offer both choices and show the $440 left."
• Asking for bank details. The AI offers ACH. Try: Add: "Check only; never ask for bank details."
• Wrong sign-off. The AI adds thanks and a phone number. Try: Add: "End exactly with: Priya, 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 part short.

What a strong prompt includes

• States the credit math
• Offers both choices
• Gives the reply date
• Fixes the sign-off
• Caps length

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