When to use it
When an awkward email or message lands (an attack, an inappropriate request, a conflict) and you want to reply with dignity rather than from your gut. The role is communications assistant. Result: 2 reply options (short and longer), no aggression and no excuses, plus a note on which one fits.
The prompt (copy and paste)
You are my communications assistant. Help me reply to the message below.
INCOMING: "<PASTE THE EMAIL/MESSAGE>".
WHAT I WANT TO ACHIEVE: <e.g. decline gently / ask to reschedule / defuse the tension>. TONE: <polite but firm / warm / neutral business>. TO WHOM: <who they are, what our relationship is>.
Give me 2 reply options (a short one and a slightly longer one). Both without aggression or excuses, straight to the point.
Underneath, in one line, tell me which fits better and why. Hold my position, but don't burn bridges.
Filled-in example
Incoming: a client writes "why is this taking so long, are you even working?!". What I want: defuse the tension and give a real deadline. Tone: polite but firm. To whom: an important client, good relationship, but he's on edge.
What the AI should return: Option 1 (short) — acknowledge the inconvenience, give a specific date, no excuses: "I understand your concern. Work is under way, it'll be ready by Thursday — I'll send it that day." Option 2 (longer) — the same plus a brief note on what's being done right now and an offer to jump on a call. The note: "#1 fits better — the client is emotional and needs a date, not explanations; use #2 if he asks for details".
Variations
- Cool down first. "I'm angry, here's my draft reply — rewrite it calmly and to the point."
- Saying no. "Help me decline politely, without offending them and without leaving false hope."
- In another language. "Write the reply in business English, neutral-polite tone."
Pro tips
- "No excuses" is the key: long explanations of "how this happened" read as weakness. A strong reply = acknowledge + solution + deadline.
- Always reread it and add something human: AI replies can be smooth to the point of lifeless. One line in your own voice changes everything.
- Don't paste correspondence with sensitive data (deal amounts, personal details) into a public AI — anonymize it or use a local model.