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Write a missed-appointment letter that follows policy without shaming

Practice: Getting the tone right. About 5 minutes.

About this exercise

A patient has missed two appointments in a row. Write the letter under 90 words, plain text: first sentence says what happens next under the policy, then how to reschedule, in a warm tone. Apply the policy as updated, don't list the missed dates, and use no shaming or threatening words ("failed to", "noncompliant", "dismissed"). Write a prompt that gets you exactly that.

Common mistakes when you ask AI for this

  • Trusting the AI to count words. AI is bad at counting. Ask for "under 90 words" and it often lands well over. Try: Cap each part instead: "4 sentences, each under 20 words."
  • Burying what changes. The AI spends the opening on the missed visits before saying what happens next. Try: Add: "First sentence: for the next 6 months, please book by phone."
  • Applying the old fee. The policy still lists a $25 fee, and the AI mentions it as a warning. Try: Add: "No fee (removed Oct 15). Don't list the missed dates."
  • Sounding like a warning. AI policy letters default to "you failed to attend" and "further action". Try: Add: "Warm tone. No 'failed to', 'noncompliant' or 'dismissed'. Offer Tuesday evenings or text reminders."
  • Ignoring where it will be pasted. AI loves bold and headings, which show up as stray ** and # symbols in the letter. Try: Name the place and the format: "For the letter. Plain text, no bold or headings."

What a strong prompt includes

  • Says what happens first
  • Uses the updated policy
  • Bans shaming words
  • Offers help
  • Sets a word limit

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