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Reply to an overdue-invoice email using confirmed facts only

  • For Finance and accounting
  • You practice Getting the tone right
  • Time about 5 minutes
  • Level Intermediate

About this exercise

Write a prompt for a reply to Marta Quill at Delmar Industrial about two unpaid invoices. The first line is exactly "Subject: Invoices 4471 and 4502 - status". Say what AP has confirmed for each invoice, request what is needed for the disputed one, and promise nothing beyond what AP confirmed. Calm and polite. Plain text, under 120 words.

Common mistakes when you ask AI for this

  • Promising a date for 4502. The AI says it will be paid once the issue is resolved by a date. Try: Say: "Promise no date for 4502."
  • Repeating the buyer's promise. The AI says everything will be settled by month end. Try: Say: "Do not repeat any earlier promise."
  • Vague hold reason. The AI says 'there is a discrepancy'. Try: Say: "Give the numbers: 150 billed, 120 received."
  • No subject. The AI opens with Dear Marta. Try: Say: "First line: Subject:".
  • Markdown extras and long output. 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" and cap each line, for example "each line under 15 words".

What a strong prompt includes

  • Asks for a subject
  • Gives each invoice's status
  • Says what is needed
  • Limits promises
  • Asks for plain text

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