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Draft the reply to an employee who reports her manager in writing
- For HR and recruiting
- You practice Setting limits and rules
- Time about 5 minutes
- Level Intermediate
About this exercise
Marisol Tran has just reported her manager in writing and is afraid of retaliation. HR must reply today. You are Jordan Ellis, HR Business Partner, and you are drafting for HR to review before anything is sent. Plain text, under 180 words. The very first line must be exactly: DRAFT FOR HR REVIEW. Thank her and take it seriously without saying whether the claims are true or false. Promise no outcome. Say confidentiality is kept as far as possible, say retaliation is not allowed, and give the next step with its date and the support available. Leave out internal notes and names of other people.
Common mistakes when you ask AI for this
- Taking a side. The AI writes "I'm so sorry Greg behaved this way" or "this is unacceptable" before anyone has investigated. Try: Say: "Take it seriously without saying whether the claims are true. Promise no outcome."
- Promising total secrecy. The AI wants to comfort her, so it writes "this will stay completely confidential". Try: Add: "Say confidentiality is kept as far as possible, shared only with those who need to know."
- Skipping the no-retaliation line. A warm reply forgets the one sentence she is most afraid to need. Try: Add: "State that retaliation is against policy and to tell Jordan right away."
- Leaking the pressure. The AI uses everything in the notes, including the witnesses' names and the director's "keep it low-key". Try: Add: "Leave out internal notes and names of other people."
- Trusting the AI to count words. A sensitive reply runs long and sprouts headings or bold. Try: Say "under 140 words, plain text" and cap the parts, like "7 short sentences".
What a strong prompt includes
- Marks it as a draft for HR
- Takes it seriously, no conclusions
- Confidentiality as far as possible
- States no retaliation
- Next step, date and support
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