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Draft two decline options for your executive to choose from

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

About this exercise

A conference organizer invited your executive, Dr. Sana Malik, to speak on Dec 3. She wants to decline. Write two draft replies in plain text, each under 60 words: Version A is warm and offers a named colleague, Version B is short and offers nothing. Label them Version A and Version B and put the line DRAFTS - not sent, Sana to choose before the replies. Do not give a reason beyond a scheduling conflict.

Common mistakes when you ask AI for this

  • Missing the draft label. The AI writes the emails as if sent. Try: Say: "First line: DRAFTS - not sent, Sana to choose."
  • Giving the real reason. The AI mentions budget season. Try: Say: "Reason: a scheduling conflict only."
  • Naming Rui in both. The AI offers Rui in Version B too. Try: Say: "Only Version A names Rui."
  • Markdown. The AI bolds labels. 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 each: "each version under 55 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

  • Two versions
  • Draft line
  • Reason
  • Alternative only in A
  • Leaves out

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