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Write a near-miss memo that separates facts from disputes

  • For Operations and supply chain
  • You practice Keeping the AI to your sources
  • Time about 5 minutes
  • Level Advanced

About this exercise

A forklift near-miss happened on your floor and the safety lead needs a first memo. Write a prompt for a memo with exactly these four headings in this order: Summary, What is confirmed, What is disputed, Open items for the safety lead. Report both accounts where they disagree, with each person's name. Do not say who was at fault or state a cause; the safety lead decides that. Under 200 words.

Common mistakes when you ask AI for this

  • Picking a side. The AI decides one account is right or points to a likely cause. Try: Say: "Do not say who was at fault or state a cause."
  • Blending the accounts. The AI merges both statements into one narrative without names. Try: Say: "Under disputed, name each person and what they said."
  • Making up headings. The AI picks its own section names. Try: List the four headings in order.
  • 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

  • Lists the four headings
  • Keeps both accounts, named
  • Rules out blame or cause
  • Leaves the decision to safety
  • Sets a length limit

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