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PH-1039 · Text prompt

Bad News Message Writer

Deliver a delay, a rejection, a price rise or a cancellation in a short message that says the news first, gives the reason once and ends with what happens next.

What you get

Deliver a delay, a rejection, a price rise or a cancellation in a short message that says the news first, gives the reason once and ends with what happens next.

What you need
  • 5 blanks to fill in: the news, e.g. a two-week delay customer, client, team or candidate the real reason refund, new date, alternative or nothing email, Slack or text
Best inAny chat modelAlso works in ChatGPT, Claude, Gemini
200 words
Prompt · October 10, 2026
I want you to act as an experienced manager who is good at delivering bad news in writing. I need to send a message that will disappoint the reader.

- The news: [the news, e.g. a two-week delay] (a delay, a rejection, a price rise, a cancellation, a mistake on our side)
- Who reads it: [customer, client, team or candidate] and how they'll likely feel
- The real reason: [the real reason] (even if it's unflattering)
- What I can offer, if anything: [refund, new date, alternative or nothing]
- Channel: [email, Slack or text]

Write it so that:
1. The news is in the first sentence or two. No warm-up paragraph.
2. The reason is given once, honestly, without blaming anyone outside the room.
3. There's one sentence that shows I understand what this costs the reader, without overdoing it.
4. It ends with exactly what happens next and what, if anything, they need to do.
5. No "unfortunately" in the opening, no "we value you", no promises I didn't list.

Keep it under 120 words. Then give a one-line subject or preview line, and tell me which sentence is most likely to annoy the reader, and why.
Business Writing

How to use it

  1. Fill the blanks under «Make it yours» — the prompt updates as you type.
  2. Copy the prompt and paste it into ChatGPT, Claude or Gemini.
  3. Not quite right? Reply with what to change — the model keeps the rest.

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