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Decline a meeting and redirect to a colleague, flagged for approval

  • For Executive assistants
  • You practice Setting limits and rules
  • Time about 5 minutes
  • Level Intermediate

About this exercise

Draft a reply declining a prospect's request for a 1-hour meeting with your executive, Ines Moreau, and redirecting to a colleague. Plain text, under 90 words. Line 1: DRAFT - for Ines to approve. Line 2 exactly: Subject: Re: Your request to meet. The email starts "Dear Mr. Hollis,". Then the email addressed to Mr. Hollis. Thank him once, decline for now, redirect to the named colleague with a 30-minute slot offer on the given dates, and sign as Ines's assistant, Fola. Do not give a reason and do not promise Ines will join later.

Common mistakes when you ask AI for this

  • Missing draft line. The AI writes as if sent. Try: Say: "First line exactly: DRAFT - for Ines to approve."
  • Giving a reason. The AI mentions travel. Try: Say: "No reason and no mention of travel."
  • Promising Ines. The AI says she may join later. Try: Say: "Don't say Ines may join."
  • Missing slots. The AI says 'Karthik will reach out'. Try: Say: "Offer the two slots."
  • Markdown. The AI bolds names. Try: Say: "Plain text."
  • Trusting the AI to count words. AI is bad at counting. Ask for a total word limit and it often lands over it. Try: Cap it: "4 short sentences, each under 18 words."
  • Trusting the AI to count words. AI is bad at counting. Ask for a total word limit and it often lands over it. Try: Cap each part instead, for example: "each line under 12 words."

What a strong prompt includes

  • Draft line
  • Redirect
  • Slots
  • Leaves out
  • Sign

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