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Announce a travel freeze with exceptions and an approver

  • For Executives
  • You practice Setting limits and rules
  • Time about 5 minutes
  • Level Beginner

About this exercise

Write an all-staff email in plain text, under 85 words. The first line is exactly: Subject: Travel freeze starting November 17. Say the freeze dates, list the two exceptions as dash bullets, and name who approves exceptions and how to ask. Do not give the financial reason in numbers. End with the line: Thank you for your help.

Common mistakes when you ask AI for this

  • Using the old end date. The AI keeps Dec 31. Try: Say: "The freeze runs through January 30."
  • Sharing the numbers. The AI explains the 31 percent overspend. Try: Say: "Do not give the financial reason in numbers."
  • Wrong exceptions. The AI adds conference speaking as an exception. Try: Say: "Exactly two dash bullets for the two exceptions."
  • No how-to. The AI says "contact your manager". Try: Say: "Name the approver and how to ask."
  • Missing exact lines. The AI writes its own subject and sign-off. Try: Say: "First and last lines exactly as given."
  • Too long. The AI writes a long email. Try: Say: "Under 85 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 15 words."

What a strong prompt includes

  • Gives the subject line
  • Gives the dates
  • Two dash bullets
  • Names approver and how to ask
  • Gives the ending line

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