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Tell a sponsor the go-live is at risk without blaming anyone

  • For Customer success managers
  • You practice Getting the tone right
  • Time about 5 minutes
  • Level Beginner

About this exercise

Write an email to Dr. Lim, the clinic's sponsor. Line 1 is "Subject:" with 7 words or fewer. Plain text, under 90 words. Say what the new go-live date is if we get the missing item in time, and ask for that item by a date. Do not blame the clinic's IT team or any person, and do not mention January. End with the exact line "Aiden, Customer Success".

Common mistakes when you ask AI for this

  • Naming the slow contact. The notes blame Mario and the AI repeats it to his boss. Try: Add: "Do not blame or name any person or the IT team."
  • Burying the ask. The AI gives status in three paragraphs and asks at the end, if at all. Try: Say: "One clear ask: the API key by Nov 14."
  • Missing the exact lines. The AI writes a long subject and signs off with 'Best regards'. Try: Give the subject limit and the exact last line.
  • Getting markdown back. AI adds bold and headings by default, which show up as stray symbols where this is pasted. Try: Say "plain text, no bold, no headings, no asterisks".
  • Trusting the AI to count words. AI is bad at counting and usually runs long, so a vague "keep it short" lands well over the limit. Try: Cap each part instead of the total, for example "each line under 15 words".

What a strong prompt includes

  • Asks for plain text
  • Sets a length limit
  • Sets the subject and sign-off
  • Names the ask and date

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