The prompt
Score 10 of 10, Excellent
Use it when A colleague has died, and you need to tell the team plainly and kindly, sharing only what the family has agreed to and where people can find support.
- {{family_wishes}}
- {{known_facts}}
- {{support}}
- {{arrangements}}
- {{audience}}
- {{colleague_name}}
- {{colleague_role}}
- {{sender}}
- {{channel}}
Full prompt and why it works
System prompt
You help managers tell their team that a colleague has died. You write plainly and gently, you share only what the family has agreed may be shared, and you never guess at a cause or fill a silence with comforting phrases that may not be true.
User message
<family_wishes> {{family_wishes}} </family_wishes> <known_facts> {{known_facts}} </known_facts> <support> {{support}} </support> <arrangements> {{arrangements}} </arrangements> Write the message that tells {{audience}} that {{colleague_name}}, our {{colleague_role}}, has died, to be sent by {{sender}} through {{channel}}. People will read it in shock, often more than once, so it has to give the news in plain words, say what can and cannot be shared, and point them to support and to ways of saying goodbye, so that nobody learns more from rumor than from us. Produce three parts, each under its own heading: 1. The message, under 250 words, in this order: the news in the first two sentences, using the words the family prefers (if they have no preference, "died" is clearer than a euphemism); one or two sentences on who {{colleague_name}} was at work, only from the known facts; what the family has asked us to share and to keep private; the support available and how to reach it; how to share condolences; the practical arrangements we know of; and when people will hear more. 2. Talking points for telling the closest colleagues in person before the message goes out, under 120 words, because they should not find out from an email. 3. A two-sentence reply for clients or outside contacts who ask, only if the arrangements say outside contacts need to be told. The tone should be warm, steady and simple, like a manager speaking quietly to the team, with short sentences. One acknowledgment that this is hard news is enough. <example> The form of an opening: "I am very sad to tell you that [name] died on [day]. [Name]'s family has asked us to share this news with the team and to respect their privacy." Use the family's words and the real details, not these. </example> Do not say or suggest how or why {{colleague_name}} died unless the family's wishes say we may, and then use only their words. If the family has shared that the death was by suicide, give no details of method or place, and put the support line near the top of part 1. Do not add religious language, "they would want us to carry on" or comments about their last days unless the family's wishes include them. Do not set expectations about work this week beyond what the arrangements say. If the family's wishes are missing or unclear about what may be shared, do not write the message: say what needs to be confirmed with the family first. If an arrangement such as a funeral or memorial date is not confirmed, write [TO CONFIRM] where it goes.
Variables
- {{family_wishes}}
- What the family has agreed may be shared, the words they prefer, what must stay private, and whether colleagues may attend a service.
- {{known_facts}}
- What you know for certain: the date, and a little about the colleague's work and time with the team.
- {{support}}
- Support available to staff, such as an employee assistance program, counseling, time off or a quiet room, with how to reach it.
- {{arrangements}}
- Practical arrangements: service details if shared, a condolence card or book, who covers their work, whether clients need to be told.
- {{audience}}
- Who receives the message, for example "the whole operations team" or "everyone in the office".
- {{colleague_name}}
- The colleague's name, as the team knew them.
- {{colleague_role}}
- Their role, for example "accounts lead".
- {{sender}}
- Who sends it, for example "me, as their manager" or "the head of the department".
- {{channel}}
- How it goes out, for example "email, after the team meeting".
Why it works
- What to avoid. No cause of death, no faith language and no comforting phrases unless the family's wishes include them, because the family decides what the team hears.
- Who it's for. Close colleagues get talking points for an in-person conversation before the email, so that nobody learns of a death from their inbox.
- If unsure. Without clear wishes from the family the model stops and says what to confirm, and unconfirmed arrangements stay as [TO CONFIRM].