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Write a freight damage claim email with the amount shown as math

  • For Operations and supply chain
  • You practice Setting limits and rules
  • Time about 5 minutes
  • Level Intermediate

About this exercise

Write a prompt for an email to the carrier's claims desk, addressed to Dina Weiss. The first line is exactly "Subject: Damage claim - Pro CF-77310". It gives the shipment numbers, states the damage as noted on the delivery receipt, shows the claim amount as math, and lists the attachments. Do not say who was at fault and do not threaten action. Plain text, under 130 words.

Common mistakes when you ask AI for this

  • Blaming the driver. The AI repeats the receiver's comment about stacking. Try: Say: "Do not say who was at fault."
  • Claim with no math. The AI gives a total with no line items. Try: Say: "Show the claim math with each line."
  • Missing identifiers. The AI leaves out the BOL or pro number. Try: Say: "Give BOL 55-2210 and pro CF-77310 and the delivery date."
  • Getting markdown back. AI adds bold, headings and bullets by default, which show up as stray symbols where this is pasted. Try: Say "plain text, no bold, no headings, no asterisks".
  • Trusting the AI to count words. AI is bad at counting and usually runs long, so a vague "keep it short" lands over the limit. Try: Cap each part instead of the total, for example "each line under 15 words".

What a strong prompt includes

  • Asks for a subject
  • Gives the identifiers
  • Shows the claim math
  • Bans blame and threats
  • Asks for plain text

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