Library › Customer Support & Success AI › Customer support teams
Write a resolved-outage apology email with the duration
- For Customer support teams
- You practice Setting limits and rules
- Time about 5 minutes
- Level Intermediate
About this exercise
Write the follow-up email to customers after the outage. Line 1 is "Subject:" with a subject of 8 words or fewer. Then exactly 3 sentences in plain text. Include how long the outage lasted, worked out from the log, and a plain-words cause. Do not offer credits, because that is not decided. Do not name the vendor.
Common mistakes when you ask AI for this
- Naming the vendor. The log names MapLoom and the AI blames them in the email. Try: Add: "Do not name the vendor."
- Wrong duration. The AI uses the 2:30 PM or 3:15 PM time instead of the first failure to the full restore. Try: Say: "Duration = first failed checkout to full restore. Show it."
- Missing the shape. The AI adds a greeting, a long body and a sign-off. Try: Say: "Subject line, then exactly 3 sentences."
- 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".
- Letting the sentences run on. The AI writes as many sentences as it likes. Try: Name the cap: "at most N sentences".
What a strong prompt includes
- Asks for plain text
- Caps the sentences
- Sets the subject limit
- Bans credits and the vendor name
Related exercises
- Accept the buyer's counteroffer on three stated conditions (Sales AI · Sales and customer success)
- Accrue goods received but not invoiced at PO price (Finance AI · Accountants)
- Add dark mode by overriding your existing CSS variables (Coding AI · Software developers)
- Add input checks to your number guessing game (Coding AI · High school students)
- Add labels to a signup form without rewriting the page (Coding AI · High school students)