WEBVTT 00:00:00.820 --> 00:00:04.300 A quote email can sound excellent... and still promise 00:00:04.320 --> 00:00:07.060 something your business never agreed to. 00:00:07.330 --> 00:00:09.950 Our fictional Christchurch builder needs a site visit 00:00:09.970 --> 00:00:11.730 before quoting a deck repair. 00:00:11.750 --> 00:00:14.650 There's no price yet, and no start date. 00:00:14.670 --> 00:00:17.470 Those gaps need to stay visible. 00:00:22.140 --> 00:00:24.400 So here's how to build a good brief. 00:00:24.420 --> 00:00:27.880 Write the source notes first, then the instruction. 00:00:27.900 --> 00:00:30.700 Keeping them separate shows you which parts are facts, 00:00:30.720 --> 00:00:33.780 and which parts describe what you want back. 00:00:34.850 --> 00:00:36.230 Start with the task: 00:00:36.250 --> 00:00:37.910 draft a cover email. 00:00:37.930 --> 00:00:41.810 Add the context: a homeowner asked about a deck repair. 00:00:41.830 --> 00:00:45.190 Then name the audience, and the tone. 00:00:45.440 --> 00:00:49.320 A role, like office administrator, can guide the wording. 00:00:49.340 --> 00:00:52.120 But it can't create missing facts. 00:00:53.190 --> 00:00:55.610 The notes give two possible visit times, 00:00:55.630 --> 00:00:57.230 but no confirmed booking. 00:00:57.250 --> 00:01:01.090 So ask for both options, and ask the homeowner to reply. 00:01:01.110 --> 00:01:03.490 The decision stays with them. 00:01:04.560 --> 00:01:07.840 Next, give ChatGPT the facts it may use. 00:01:07.860 --> 00:01:11.560 Set a short word limit, and plain New Zealand English. 00:01:11.580 --> 00:01:13.040 And say it plainly: 00:01:13.060 --> 00:01:15.820 don't invent a price, a date, a warranty, 00:01:15.840 --> 00:01:17.480 or a scope. 00:01:18.510 --> 00:01:22.110 If tone matters, add one invented example sentence that 00:01:22.130 --> 00:01:23.610 sounds like your office. 00:01:23.630 --> 00:01:26.110 Something like: Thanks for getting in touch. 00:01:26.130 --> 00:01:28.730 We can help you work through the next step. 00:01:28.940 --> 00:01:31.520 That shows the tone without handing over private 00:01:31.540 --> 00:01:35.120 information. Never paste in real customer emails as 00:01:35.140 --> 00:01:36.360 examples. 00:01:37.430 --> 00:01:39.670 Now read the draft beside your prompt. 00:01:39.690 --> 00:01:41.330 Did it keep the site visit? 00:01:41.350 --> 00:01:44.070 Did it add a booking, or a guarantee? 00:01:44.340 --> 00:01:46.260 Go sentence by sentence. 00:01:46.280 --> 00:01:48.200 Underline every claim you could check, 00:01:48.220 --> 00:01:49.920 and compare it with the notes. 00:01:49.940 --> 00:01:53.780 If a claim has no source, cut it, or mark it as an open 00:01:53.800 --> 00:01:55.020 question. 00:01:56.050 --> 00:01:58.210 Then ask for one change at a time. 00:01:58.230 --> 00:02:01.610 For example: shorten the opening, and keep both visit 00:02:01.630 --> 00:02:04.650 options. Style changes can change meaning, 00:02:04.670 --> 00:02:07.970 so check the facts again after every revision. 00:02:09.040 --> 00:02:11.140 The same habit works for meeting notes. 00:02:11.160 --> 00:02:14.580 Our invented Wellington HR notes have no deadline. 00:02:14.600 --> 00:02:16.520 So the action table should say: 00:02:16.540 --> 00:02:18.260 Not agreed. 00:02:18.530 --> 00:02:22.410 A tidy table isn't more useful if it quietly turns a guess 00:02:22.430 --> 00:02:24.130 into a decision. 00:02:25.200 --> 00:02:28.620 Try the email exercise now, with fictional material. 00:02:28.640 --> 00:02:31.480 Save the prompt that worked, plus a note of what you 00:02:31.500 --> 00:02:32.600 checked. 00:02:32.830 --> 00:02:36.170 Better still, save a reusable pattern with blanks for the 00:02:36.190 --> 00:02:38.830 task, audience, source and limits. 00:02:38.850 --> 00:02:42.550 Next time, fill the blanks with approved facts. 00:02:43.620 --> 00:02:46.660 Brief, draft, revise, review. 00:02:46.680 --> 00:02:49.940 A saved prompt is a starting point for your judgement, 00:02:49.960 --> 00:02:52.200 not permission to skip the check.