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Reply safely to a supplier's bank detail change

  • For Small business owners
  • You practice Giving the right context
  • Time about 5 minutes

About this exercise

A supplier emailed new bank details for your next payment. Write a reply of at most 3 sentences saying you won't change anything until you confirm by phone using the number you already have on file, without accusing them of fraud. Don't use any contact details from this email. Then one line for your bookkeeper starting 'Note to Ray:'. Plain text, under 80 words.

Common mistakes when you ask AI for this

  • Using the number in the email. The AI says 'I'll call the number you gave', which reaches whoever sent the fake email. Try: Say: "Confirm only through the phone number on file, (555) 014-2200."
  • Accusing the supplier. The AI calls it a scam, which is awkward if it's real. Try: Add: "Polite, no accusation. Just say we confirm all bank changes by phone."
  • Forgetting your own team. The AI writes the reply but doesn't warn the person who actually sends the money. Try: Ask: "Add a line starting Note to Ray: telling him not to pay yet."
  • Trusting the AI to count words. AI is bad at counting. Ask for "under 80 words" and it often lands well over. Try: Ask for less than the limit and cap each line: "each line under 15 words, under 60 words total."
  • A long reply. The AI writes several paragraphs with a policy explanation. Try: Limit it: "At most 3 sentences for the reply."
  • Letting markdown in. AI adds bold and headings by default, and in an email they show up as stray symbols. Try: Add: "Plain text only, no bold, no headings."

What a strong prompt includes

  • Uses the number on file
  • Keeps it polite
  • Adds the note for Ray
  • Limits the sentences
  • Asks for plain text

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