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Draft a polite decline for your exec, flagged for approval

  • For Executive assistants
  • You practice Getting the tone right
  • Time about 5 minutes
  • Level Beginner

About this exercise

Draft a reply declining this speaking invite on behalf of your CEO, Daniel Hart. The first line must be exactly "FOR DANIEL'S APPROVAL - not sent" and the second line exactly "Subject: Re: Keynote invitation - March 12, Chicago". Offer Priya Shah, VP Partnerships, as the speaker instead, keep it warm and under 100 words, and don't reveal why Daniel is unavailable. Write three short paragraphs after that line and sign it Daniel.

Common mistakes when you ask AI for this

  • No approval flag. The AI writes a ready-to-send email as if you can send for your boss. Try: Say: "First line exactly: FOR DANIEL'S APPROVAL - not sent."
  • Not offering the delegate. The AI declines and stops, or vaguely offers "someone from the team". Try: Add: "Offer Priya Shah, VP Partnerships, and include her email."
  • Leaking the real reason. The notes explain the conflict, so the AI repeats it to be helpful. Try: Add: "Don't give any reason he's unavailable."
  • Trusting the AI to count words. Polite declines grow long with extra thanks. Try: Say: "Under 80 words, 3 short paragraphs."
  • Markdown in an email. The AI adds a bold subject line or headings. Try: Add: "Plain text, no bold."

What a strong prompt includes

  • Flags it for approval
  • Offers the delegate
  • Keeps the reason private
  • Sets the tone
  • Sets a length

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