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Email a customer about a seat true-up with the math and next step

  • For Revenue operations
  • You practice Giving the right context
  • Time about 5 minutes
  • Level Intermediate

About this exercise

Write an email to a customer about seats used above the licensed amount. Plain text under 140 words, subject line first, starting "Hi Mira,". State the licensed and used seats, show the true-up math in one line (extra seats x price x 12 = amount), say that Finance will send the invoice after Mira confirms the count, and ask her to confirm or correct the count by Nov 20. Do not threaten, do not mention penalties, and do not call it a violation.

Common mistakes when you ask AI for this

  • Mentioning penalties. The AI refers to the late-fee clause. Try: Add: "Don't mention penalties or violations."
  • Math not shown. The AI says 'about $2,500'. Try: Add: "Show the math in one line: 7 x $30 x 12 = $2,520."
  • Skipping the confirm step. The AI says an invoice will be sent now. Try: Add: "Finance invoices after she confirms the count."
  • Long email. The AI writes a long formatted email. Try: Add: "Plain text under 100 words, subject first."

What a strong prompt includes

  • Gives the seat counts
  • Asks for the math line
  • Sets the confirm step
  • Bans threats
  • Sets form

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