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Fix a donor's wrong receipt and own it simply
Practice: Getting the tone right. About 5 minutes.
About this exercise
A donor emailed that her tax receipt shows the wrong amount. Reply in at most 4 sentences. The first sentence says the corrected receipt is attached, then state the correct amount, apologize once in one plain sentence without excuses about software or staff, and sign from the development director. Don't say 'valued donor'. Write a prompt that gets that reply.
Common mistakes when you ask AI for this
- Not limiting the length. The AI writes a long letter explaining what went wrong. Try: Be exact: "At most 4 sentences."
- Apology before the fix. AI replies open with two sentences of apology and the fix comes last. Try: Say it: "Sentence 1: your corrected receipt is attached."
- Excuses instead of ownership. The AI explains the software import and the 14 other receipts, which sounds like blame-shifting. Try: Add: "State $250 and apologize once, with no excuses."
- Stock lines, wrong signer. AI thanks her as a "valued donor" and signs from "The Team". Try: Add: "No 'valued donor'. Sign as Teresa Lind, Development Director."
What a strong prompt includes
- Limits the sentences
- Leads with the fix
- Apologizes once, no excuses
- Bans stock lines
- Says who signs
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