Library › Leadership AI › Small business owners

Apologize to a customer for a late order without blaming anyone

  • For Small business owners
  • You practice Getting the tone right
  • Time about 5 minutes
  • Level Intermediate

About this exercise

Write a customer email about a late order. Plain text, under 110 words. Line 1 exactly: Subject: Your order #4471 is late. Sentence 1 apologizes once and states the new delivery date. Sentence 2 says what happened in one factual clause. Sentence 3 states the remedy from the notes. Last line: Reply to this email or call 555-0188. Do not blame a supplier by name, promise a date that is not confirmed, or use the word unfortunately.

Common mistakes when you ask AI for this

  • Old date. The AI says Nov 5. Try: Say: "New delivery date is Nov 8."
  • Naming the supplier. The AI blames Lumo Coatings. Try: Say: "Don't name the supplier."
  • Extra promises. The AI adds a refund. Try: Say: "Only the approved remedy."
  • Wrong ending. The AI ends with 'Sincerely'. Try: Say: "Last line exactly: Reply to this email or call 555-0188."
  • Markdown. The AI bolds. 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 sentence: "each under 22 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

  • Exact subject
  • Apologize once
  • Remedy
  • Exact last line
  • No blame

Practice this now ↑

Related exercises