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Acknowledge an employee's concern without promising outcomes

  • For HR and recruiting
  • You practice Getting the tone right
  • Time about 5 minutes
  • Level Advanced

About this exercise

Write the acknowledgment email to Priscilla in plain text, under 130 words. First line exactly: Subject: Re: Your concern. Thank her for raising it, describe the next steps from the process notes in order (who will contact her, within how many days), and explain the limits of confidentiality. Do not conclude anything about what happened, do not promise an outcome, and do not name anyone she mentioned. Last line exactly: Sincerely, Dolores Pike, People Team. Legal and HR review before sending.

Common mistakes when you ask AI for this

  • Promising confidentiality. The AI says 'this will stay between us'. Try: Say: "Explain the limits of confidentiality; do not promise secrecy."
  • Concluding. The AI says retaliation is not tolerated and will be addressed as if it happened. Try: Say: "Do not conclude anything or promise an outcome."
  • Naming Dale. The AI repeats the supervisor's name. Try: Say: "Do not name anyone she mentioned."
  • Exact lines. The AI writes its own subject and sign-off. Try: Say: "First and last lines exactly as given."
  • 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."
  • Markdown. The AI bolds words or adds headings. Try: Say: "Plain text, no bold, no headings."

What a strong prompt includes

  • Exact lines
  • Steps in order
  • Confidentiality limits
  • No promises
  • Word cap

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