Why this matters
When plans change, the same news goes to several people who need different things. The client needs options and a date. The boss needs the cost and the decision. The team needs times and an address.
Writing three versions takes half an hour, the details drift between them, and the classic mistake is an internal cost or staffing problem ending up in the client’s email.
In this module you give ChatGPT the facts once, get all three messages in one request with clear “in” and “out” rules for each reader, and have it check every detail before you send.
What you’ll build
Three ready-to-send messages about one made-up job delay at Brightline Painting: an email to the client with two options and a decision deadline, a Slack to the owner with the $420 extra cost, and a text to the crew lead with the evenings and the address.
Then a fact-check of all three against the facts file: every date, name, number and promise listed, no internal cost in the client email, and one small slip to fix.
What you need
- Nothing to start the practiceChatGPT is a practice copy and the facts file is already in the file picker.
- A ChatGPT account, to do it for realAny plan. Use a Temporary Chat for client details.
- A short facts fileOne fact per line: what changed, the dates, the options, the cost, who is who.
Concepts
3 ideas you’ll use in the practice.
Write the facts once
A short facts file is the single source for every message. If the date changes, you change one line and ask again.
Say what stays out
For each reader, list what goes in and what stays out. “No internal costs” in the client line is what keeps the $420 out of their inbox.
Name the format too: an email, a Slack message, a text. ChatGPT adjusts length and tone to match.
Ask it to audit itself
A second request that lists every date, name, number and promise, and marks anything not in the file, catches small slips you would otherwise send.
Practice
Do every step yourself in a practice copy of the real tool. It checks your work, and “Do it for me” finishes any step you get stuck on.
Do it for real
Now repeat it in your own account. Tick each step as you go.
Downloads
- Sample facts file (.txt)The made-up job delay from the lesson: dates, two options, the extra cost and who is who.
Quick check
3 questions to check you’ve got it.
1. Which line keeps the internal cost out of the client email?
- “Keep it short”
- “No internal costs”
- “Label each one”
Show the answer
“No internal costs”. Saying what stays out is as important as saying what goes in.
2. The facts don’t say what the crew should bring. What should ChatGPT do?
- Make a typical list
- Leave it out and say so
- Ask the client
Show the answer
Leave it out and say so. In the real run it left it out and added a note. You add the list yourself.
3. Why ask for a fact check after the drafts?
- To catch small slips before you send
- To make the messages longer
- Because ChatGPT forgets the file
Show the answer
To catch small slips before you send. It caught “hallway” where the file says two hallways.