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Push back on an extra project by offering a trade-off, not a refusal

  • For Managers and team leads
  • You practice Getting the tone right
  • Time about 5 minutes
  • Level Intermediate

About this exercise

Your director asked you to take on a new reporting project. Write a reply email in plain text, under 140 words, that does not simply refuse. Open with one sentence saying you want to help. Lay out the trade-off using numbers from the notes. Offer two options labeled Option A and Option B, and end with a question asking which she prefers. Do not complain about workload.

Common mistakes when you ask AI for this

  • Flat refusal. The AI opens with 'I can't take this on'. Try: Say: "Open with one sentence saying you want to help."
  • Missing the numbers. The AI says 'we're stretched' with no figures. Try: Say: "Use the person-weeks and dates from the notes."
  • Venting. The AI includes the frustration from the notes. Try: Say: "No complaints about workload or last-minute asks."
  • Offering the risky option. The AI proposes pulling people off the Harbor work. Try: Say: "Only Options A and B."
  • Markdown. The AI bolds the options. Try: Say: "Plain text."
  • 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: "each sentence under 25 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 12 words."

What a strong prompt includes

  • Starts positive
  • Labels options
  • Uses numbers
  • Ends with a question
  • No complaining

Practice this now ↑

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