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Email a department head about a variance without sounding accusatory

  • For FP&A and financial analysts
  • You practice Getting the tone right
  • Time about 5 minutes
  • Level Beginner

About this exercise

Email Sam, the IT department head, about September spend. Open with the total variance and its math, then explain how much of it is timing from the security audit, and end with exactly one question about the rest. Keep it friendly: don't use the words "overspent" or "problem". Plain text, under 80 words, no subject line.

Common mistakes when you ask AI for this

  • Leading with blame. The AI calls it an overspend and asks Sam to explain, which puts him on the defensive. Try: Say: "Friendly tone. Don't use 'overspent' or 'problem'."
  • Missing the timing. The AI reports $15,000 over without separating the audit that was budgeted a month later. Try: Add: "$12,000 is the audit budgeted in October; show what's left."
  • Several questions. The AI ends with a list of asks instead of the one thing you need from Sam. Try: Say: "End with exactly one question about the cloud hosting increase."
  • Hiding the math. The AI states a variance without the numbers Sam can check. Try: Ask: "First sentence: $95,000 − $80,000 = $15,000 (19%)."
  • Trusting the AI to count words. AI is bad at counting and runs long, adding lists and formatting you didn't ask for. Try: Cap each part ("each line under 15 words") and state the format: "plain text, no bold."

What a strong prompt includes

  • Sets a friendly tone
  • Separates timing
  • Ends with one question
  • Shows the math
  • Sets a length limit

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