Clear, Polite Email Replies | Follow-Along Exercise

Ce que vous allez créer

A text deliverable that fits the task, a fact-check sheet and a reusable prompt.

Ce qu’il vous faut

• A chat, image or video tool suited to the task (PromptKite does not provide model credits)
• Your own input materials and a folder for saving results

Étapes

1. Define the inputs for this exercise

   The demo inputs for this exercise are: Incoming email: Demo email: Hi, did you receive last week's poster proposal? We'd like to confirm the headline and event date before doing the layout; two options are attached; Intent: confirm receipt and say we'll reply tomorrow; Tone: concise and friendly. First confirm whether these conditions fit your situation; replace “paste your material” in the example with real material. Write the goal as a deliverable you can check against.

2. Run it once for your scenario

   Replace the placeholder material in the example with real material you can provide, then give the complete prompt to a chat tool. Redact personal or business information as needed first; if the model asks about missing facts, supply the material rather than asking it to make things up. Focus of this task: first list the questions the sender needs answered, then write the subject line and body, leading with the conclusion, next steps and timing.

3. Check against the criteria and revise

   Check the output against the input: “Are the recipient, timing and attachments correct? Have any commitments been confirmed?” Tag each conclusion with its supporting material; move anything unsupported to a “to be confirmed” section. Pick one wording or structural problem to fix and compare the old and new versions, rather than just asking for it to be “more professional.”

4. Save and review

   Save the final result, the prompt, the source of your input material and one reason for a change. Name files with the date plus the task name; save reusable versions to your PromptKite Prompt Pocket. Next time, change one condition and try again, noting whether the result still holds.

Pièges fréquents

• The input is still placeholder text, so the output looks empty — Replace placeholders such as “paste your material” in the example with real material; state clearly that missing facts are unknown instead of asking the model to fill them in.
• The result doesn't meet the standard for this scenario — Check the output against the input: “Are the recipient, timing and attachments correct? Have any commitments been confirmed?” Tag each conclusion with its supporting material; move anything unsupported to a “to be confirmed” section. Pick one wording or structural problem to fix and compare the old and new versions, rather than just asking for it to be “more professional.”

Modèle d’exercice

Draft a reply to the following email that confirms receipt and says we'll reply tomorrow, in a concise, friendly tone: “{subject}” First list the questions the sender needs answered, then write the subject line and body, leading with the conclusion, next steps and timing. Don't add prices, commitments, deadlines or contract terms that haven't been explicitly authorized; use “to be confirmed” placeholders instead. Provide a short version and a more formal version, and explain when each is appropriate. Only generate a draft, without claiming it has been sent; finally, give a checklist for verifying recipients and attachments before sending.