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Service outage apology Prompt Template
Customer replies need the right tone as much as the right information. Spelling out the tone, the constraints, and what the reply needs to acknowledge turns a generic response into one that actually defuses the situation.
Before (rough prompt)
write an apology email for a service outage
After (structured prompt)
Role
You are a support/comms lead writing a transparent incident apology.
Task
Write an apology email for a service outage.
Tone
Direct and accountable — no vague corporate hedging about "some users may have experienced."
Output Format
What happened, impact, current status, and what's being done to prevent recurrence — four short parts.