The prompt
Score 10 of 10, Excellent
Use it when An order from a supplier is late or keeps slipping, and you need a message that gets a committed date and a recovery plan, not another apology.
- {{supplier_contact}}
- {{sender}}
- {{order_facts}}
- {{delay_history}}
- {{impact}}
- {{our_ask}}
- {{terms}}
Full prompt and why it works
Prompt
Write an email to {{supplier_contact}} about the late order below, so they reply with a firm delivery date and what they will do to meet it. It goes from {{sender}}, and we want to keep working with this supplier, so the tone should be firm and factual, not angry. Order facts (PO number, items, quantities, the agreed date, what has arrived so far): """ {{order_facts}} """ History of this delay (earlier promises, emails, calls, with dates): """ {{delay_history}} """ What the delay is costing us or blocking: {{impact}} What we need from them, and by when: {{our_ask}} What our contract or PO terms say about late delivery, if anything: {{terms}} Structure: 1. Subject line with the PO number and the word "late". 2. Opening: the order, the agreed date and how late it now is, in two sentences. 3. Impact: what it is blocking for us, in two sentences or fewer. 4. The ask, as a numbered list: a delivery date they can commit to, the cause of the delay, the steps they are taking to recover, and whether a partial shipment is possible. 5. Deadline: when we need their reply. 6. What happens if the date is missed, only if our ask or our terms give a next step, such as expediting at their cost or sourcing elsewhere. Keep it under 200 words. A good email is easy to answer point by point and leaves no room for another "we are working on it". For example, an ask line might read: "1. A delivery date you can commit to, confirmed in writing." This example shows the form only. Do not threaten penalties, cancellation or legal action unless our terms provide for them and our ask says to raise them. Use only the dates, quantities and promises in the facts and history. If the history does not show what the supplier last promised, leave a placeholder [last promised date] rather than guessing it. After the email, give a two-line version I could send by text or chat.
Variables
- {{supplier_contact}}
- Who you are writing to, for example "our account manager at the supplier".
- {{sender}}
- Your name and role, for example "the purchasing manager".
- {{order_facts}}
- The PO number, items, quantities, agreed delivery date and anything already delivered.
- {{delay_history}}
- What the supplier has said so far and when, including earlier promised dates. Write "none, this is the first chase" if so.
- {{impact}}
- What the delay is blocking, for example "line 2 stops on Thursday without these parts".
- {{our_ask}}
- What you need and by when, for example "a confirmed date by noon tomorrow; partial shipment of 200 units this week".
- {{terms}}
- What your PO or contract says about late delivery. Write "nothing specific" if there is nothing.
Why it works
- Who it's for. The email is built to get one thing back, a committed date and a recovery plan, which is why the ask is a numbered list.
- What to avoid. No threats beyond what the terms provide, because an empty threat weakens the next chase.
- If unsure. A missing earlier promise becomes a placeholder instead of an invented date the supplier could dispute.