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Write an out-of-office reply with the right return date and backup

  • For Small business owners
  • You practice Setting limits and rules
  • Time about 5 minutes
  • Level Beginner

About this exercise

Your marketing manager, Marisol, is away and you're writing her automatic reply. Write a prompt for an email body under 50 words: say she's out of the office, give the return date, name the backup contact with their email address, and end with the sign-off "Marisol Quint". Don't give a reason for the absence, and don't promise a reply time. Plain text, no subject line.

Common mistakes when you ask AI for this

  • Using the typo date. The AI picks up Nov 28 from the calendar note. Try: Say: "Return date is Monday, Nov 30."
  • Giving the reason. The AI mentions the family matter. Try: Say: "Don't give a reason for the absence."
  • Promising a reply time. Auto-replies default to 'I'll respond within 48 hours'. Try: Say: "Don't promise a reply time or checking email."
  • Letting markdown through. AI adds bold text and headings by default. Try: Add: "Plain text only, no bold, no headings."
  • Trusting the AI to count words. AI is bad at counting and often runs past a word limit. Try: Cap each part (for example "each line under 15 words") so the total lands well under the limit.

What a strong prompt includes

  • Gives the return date
  • Names the backup with email
  • Bans reason and promises
  • Gives the sign-off
  • Caps length

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