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Announce a new regional structure with a reporting table

  • For Executives
  • You practice Asking for a format you can use
  • Time about 5 minutes
  • Level Intermediate

About this exercise

Write the announcement email in plain text, under 130 words. The first line is exactly: Subject: New regional structure from July 1. Then one sentence for the reason, then a table with the header Region | Leader | Reports to and one row per region, then the last line: Questions: reply to Hana Ito. Mark any item the notes call pending as TBC. Use only the notes.

Common mistakes when you ask AI for this

  • Using the old plan. The AI includes four regions. Try: Say: "Three regions only; the old four-region plan is dropped."
  • Naming an unannounced leader. The AI invents a name for Asia Pacific. Try: Say: "Write TBC for anything the notes call pending."
  • Missing exact lines. The AI writes its own subject and sign-off. Try: Say: "First and last lines exactly as given."
  • Table shape. The AI uses bullets. Try: Say: "A table with the header Region | Leader | Reports to."
  • Markdown. The AI bolds the subject. 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 part instead, for example: "each line under 15 words."

What a strong prompt includes

  • Gives the subject and last line
  • Gives the table header
  • Handles pending items
  • Restricts to the notes
  • Plain text

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