Announce planned IT maintenance or a system change to staff
Writes a clear employee notice about downtime or a change, with what to do before, during, and after.
The prompt
Write an announcement to employees about planned IT maintenance or a system change.
What is happening: [e.g. "email migration", "Wi-Fi upgrade", "new MFA app required"]
When: [DATE, START, END, TIME ZONE]
Who is affected: [everyone / specific offices or teams]
What will not work during it: [SERVICES]
What people must do, and by when: [ACTIONS - or "nothing"]
Workarounds during the window: [e.g. "use webmail", "call the helpdesk line"]
Where to get help: [helpdesk contact, guide link]
Requirements:
- Subject line that states the impact and date, e.g. "Email unavailable Saturday 8-11 pm".
- First two lines: what is happening, when, and whether the reader needs to act.
- Action steps numbered, with the deadline in bold. Explain any technical step simply.
- One sentence on why we are doing it, in terms of benefit to them.
- No jargon or acronyms without a plain explanation.
- Under 180 words.
Return:
1. The main announcement email.
2. A reminder message to send the day before (under 60 words).
3. A "we're done" message for after, including how to report problems.
4. A one-line chat or intranet banner version.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Email & Workplace Communication prompts
What to fill in
- DATE, START, END, TIME ZONE
- everyone / specific offices or teams
- SERVICES
- ACTIONS - or "nothing"
- e.g. "use webmail", "call the helpdesk line"
- helpdesk contact, guide link
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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