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Write a no-blame email owning a missed deadline

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

About this exercise

Write an email to the client contact, Ms. Ortega, in plain text, under 150 words. First line exactly: Subject: Revised delivery date for the audit report. In this order: own the miss in one sentence without blaming any person or other team, give the new date, say what changed to protect it, and offer a 15-minute call. Do not give the internal cause. End with the line: Sincerely, Hannah Cole.

Common mistakes when you ask AI for this

  • Giving the internal cause. The AI explains the data delay. Try: Say: "Do not give the internal cause or blame anyone."
  • No protection for the date. The AI just apologizes. Try: Say: "Say what changed: the second reviewer and part one on Nov 12."
  • Wrong order. The AI starts with excuses. Try: Say: "Order: own it, new date, what changed, call offer."
  • Missing exact lines. The AI writes its own subject and sign-off. Try: Say: "First and last lines exactly as given."
  • Markdown. The AI bolds the date. 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 instead, for example: "each line under 15 words."

What a strong prompt includes

  • Exact subject and sign-off
  • Ordering of parts
  • Bans blame
  • Offers a call
  • Caps words

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