Work & Email Prompts

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Every prompt below includes a use case, the full prompt, an example of the output to expect, and tips. Swap the [bracketed] parts for your own details.

The Diplomatic No

Use case: Decline a request while protecting the relationship.

Prompt:

Write a short email declining [request] from [person, relationship, e.g. my manager / a client].

Reason (be honest but brief): [reason].

Offer one alternative: [alternative or 'suggest one'].

Tone: warm, firm, no over-apologizing. Under 120 words. Give 2 versions: one more formal, one more casual.

Example output (excerpt): "Thanks for thinking of me for the Q3 report. I can't take it on this month without delaying the launch work, which I want to do well. I could review a draft on the 20th if that helps."

Tips: Remove any 'sorry' it adds more than once; one apology is plenty.

Meeting Notes to Actions

Use case: Turn messy notes or a transcript into a follow-up.

Prompt:

Here are raw notes from a meeting about [topic]:

[paste notes]

Produce: 1) 3-sentence summary, 2) decisions made, 3) action items as a table (owner | task | due date; write 'unassigned' or 'no date' if missing), 4) open questions.

Don't invent owners or dates.

Example output (excerpt): | Owner | Task | Due | 

| Dana | Send revised quote | Fri | 

| unassigned | Confirm venue capacity | no date |

Tips: The 'don't invent' line matters; check the 'unassigned' items and fix them before sending.

Reply to the Angry Email

Use case: Respond calmly to a frustrated customer or coworker.

Prompt:

Draft a reply to this email: [paste].

My goals: acknowledge the specific frustration, state what I can actually do ([what you can do]), and set a next step with a date.

Avoid: blaming, defensive phrasing, and generic lines like 'we value your feedback'. Under 150 words.

Example output (excerpt): "You're right that waiting two weeks with no update isn't okay. I've escalated your refund and will email you by Thursday with a confirmation number."

Tips: Wait 10 minutes and reread before sending. Edit the commitments so they're ones you can keep.

Weekly Status in 5 Minutes

Use case: Write a skimmable weekly update for your boss or team.

Prompt:

Turn these bullet notes into a weekly status update for [audience]: [paste notes].

Format: 🟢 Done, 🟡 In progress (with % or next step), 🔴 Blocked (with what I need and from whom). Top line: one-sentence overall status.

Keep each bullet under 15 words.

Example output (excerpt): Overall: Launch on track; one blocker on legal review. 🔴 Terms page - need sign-off from Legal by Wed.

Tips: Keep a running notes file all week and paste it on Friday.

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