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Explain budget vs. actual variances

Analyzes variances and writes the commentary management needs.

Finance & AccountingRCTFVVAdvancedFinanceAnalyzeExplain & TeachFill-in Template

The prompt

Role: Act as an FP&A analyst writing the monthly variance commentary. Context: Period and entity: [PERIOD_ENTITY]. Actuals vs budget by line (and vs prior year / forecast): [VARIANCE_DATA]. Materiality threshold for commentary: [MATERIALITY]. Known one-offs and timing items: [ONE_OFFS]. Business context / events: [CONTEXT]. Task: Produce: a variance summary (favourable / adverse, permanent vs timing); for each material line, the driver-level explanation (price / volume / mix / rate / phasing / one-off) with the numbers; the net read for the period; and the implication for the full-year outlook per line. Format: Sections: Summary | Line-by-line (table: Line | Variance | Driver split | Permanent/Timing | FY implication) | Net read. ~450 words. Verification: Ensure the driver splits reconcile to each line's total variance; separate timing from permanent clearly; flag lines where the cause is unknown rather than guessing. Validation: Read as a business partner who will face the budget holder: is each explanation specific enough to act on, or hand-wavy? Sharpen the vaguest one.

Highlighted [brackets] are blanks to replace with your own details.

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What to fill in

  • PERIOD_ENTITY
  • VARIANCE_DATA
  • MATERIALITY
  • ONE_OFFS
  • CONTEXT

How this prompt is built

This prompt follows the RCTFVV structure (Role, Context, Task, Format, Verification, Validation). RCTFVV extends RCTF with two checking steps. Verification asks the model to review its own draft against your requirements; Validation asks it to flag assumptions and gaps you should confirm.

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