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Hand a project to its new owner in a short email

  • For Project managers
  • You practice Giving the right context
  • Time about 5 minutes
  • Level Intermediate

About this exercise

Write a handoff email to the new owner, Dev, in plain text, under 150 words. First line exactly: Subject: Handoff: Vendor Portal project. Include four labeled lines: Status:, Next three dates:, Risks:, Files:. Use the latest information. Next three dates are the three earliest upcoming milestones, soonest first. Risks lists at most two. Last line exactly: I am reachable until Friday, Nov 21.

Common mistakes when you ask AI for this

  • Using the old date. The AI uses Nov 12 or Dec 1. Try: Say: "Use the latest information."
  • Listing non-risks. The AI includes the budget and team mood. Try: Say: "Risks lists at most two real risks."
  • Wrong labels. The AI uses headings and paragraphs. Try: Say: "Four labeled lines: Status:, Next three dates:, Risks:, Files:."
  • Missing exact lines. The AI writes its own subject and ending. Try: Say: "First and last lines exactly as given."
  • Markdown. The AI bolds labels. 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 first and last lines
  • Four labels
  • Latest information
  • Soonest first
  • At most two risks

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