Outlook Difficult Email Reply Drafts With Calm Tone
Draft a clear, calm reply to a tense email.
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[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.
Help me answer a difficult email. The email I received: [RECEIVED_EMAIL]. The facts as I know them: [MY_FACTS]. What I want to happen: [DESIRED_OUTCOME]. What I will not agree to: [LIMITS]. The relationship and context: [RELATIONSHIP]. First summarise what the sender seems to need or fear, in neutral words, separating what they say from what they may mean. Then write three versions of the reply: brief and firm, warm and explanatory, and a short note proposing a call, each with a one-line note on when it fits. Each acknowledges the issue, states facts, says what I will do and by when, and avoids blame and sarcasm. Use only my facts and mark missing facts [ADD]. Offer a subject line that lowers the temperature. Pre-send checks: no promises I cannot keep, no private information, the right recipients (watch Reply All and Bcc), and a pause of at least an hour if I feel angry. If the email contains a threat, harassment or a legal claim, I should not reply alone and should pass it to the right person in my organisation [VERIFY].
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