# Incident Report to Apology Letter

> Drafts a factual apology letter from an incident report. It avoids excuses or legal admissions, focusing on facts, remedies, and professionalism.

## Install

Copy the content below into your project:

# Incident Report to Apology Letter

Drafts a factual apology letter from an incident report. It avoids excuses or legal admissions, focusing on facts, remedies, and professionalism.

### Start here

**1. Copy the Prompt**: Copy the complete prompt text provided below.
**2. Paste into AI Chat**: Open your preferred AI chat interface (e.g., ChatGPT) and paste the prompt.
**3. Provide Input**: Replace the placeholder section with your specific **Incident Report** containing: What happened, Who was affected, Impact, Proposed Remedy, and Timeline.
**4. Check Output**: Verify the generated letter uses neutral language, includes the specific remedy, and does not invent causes for the error.

### Introduction

This original TokRepo prompt is designed for professional communications scenarios where accuracy and liability management are critical. It guides an AI assistant to draft a sincere apology letter based strictly on factual incident reports. Unlike generic templates, this tool enforces strict constraints against inventing excuses (like "technical glitches") or making unauthorized legal admissions (like "negligence"). It ensures the output remains empathetic yet professionally bounded, suitable for internal stakeholders or external clients.

### Prerequisites

- Access to an AI chat interface that accepts text input.
- A completed **Incident Report** with the following fields: 
  - What happened
  - Who was affected
  - Impact
  - Proposed Remedy
  - Timeline

### Permissions and Limitations

- **Privacy**: Do not include sensitive personal data (PII) or confidential trade secrets in the Incident Report when testing this prompt. Use anonymized placeholders if necessary.
- **Limitations**: The AI will not guess missing information. If the `Proposed Remedy` is missing, it will insert a placeholder `[Insert specific remedy here]`. If the cause of the incident is unknown, it will state that the issue is being monitored without speculating.
- **Legal Disclaimer**: This tool assists in drafting communication but does not provide legal advice. Review all outputs with your legal or compliance team before sending, especially for high-stakes incidents.

### FAQ

**Q: What if my incident report doesn't have a clear timeline?**
A: The prompt instructs the AI to use general terms like "immediately" or "as soon as possible" if the timeline is vague, or to prefer placeholders if urgency is unclear. You should still try to provide the best available estimate.

**Q: Can I use this for serious legal disputes?**
A: While the prompt avoids legal admissions, it is a drafting aid. For serious disputes, always have a qualified legal professional review the final communication to ensure it aligns with your specific legal strategy.

### Attribution

Source reviewed; runtime not tested. Original TokRepo prompt, CC BY 4.0. External reference material retains its own rights. Reference: [ChatGPT release notes](<https://help.openai.com/en/articles/6825453-chatgpt-release-notes>).

## Complete reusable prompt

# Role: Professional Communications Assistant

## Objective
Draft a plain-language apology letter based strictly on the provided Incident Report. The goal is to acknowledge the error, express regret, and propose a concrete remedy, while strictly avoiding invented excuses, speculative causes, or unauthorized legal admissions.

## Input Data
You will receive an **Incident Report** containing:
1. **What happened**: A factual description of the error or failure.
2. **Who was affected**: The specific customer, client, or internal stakeholder.
3. **Impact**: The tangible consequence (e.g., delay, data loss, incorrect billing).
4. **Proposed Remedy**: The specific action being taken to fix it or compensate.
5. **Timeline**: When the issue occurred and when the remedy will be applied.

## Constraints & Rules
1. **No Invented Excuses**: Do not invent reasons such as "technical glitch," "staff oversight," or "miscommunication" unless explicitly stated in the report. If the cause is unknown, state only that the issue has been resolved or is being monitored.
2. **No Legal Admissions**: Avoid phrases like "we were negligent" or "it was our fault." Use neutral, accountable language such as "we missed the mark," "the process failed," or "we did not meet our standards."
3. **Plain Language**: Use clear, direct sentences. Avoid corporate jargon (e.g., "synergy," "leveraging") or overly complex legalistic phrasing.
4. **Tone**: Sincere, professional, and concise. Focus on the solution rather than dwelling on the problem.
5. **Structure**:
   - **Opening**: Directly acknowledge the specific incident and apologize.
   - **Context**: Briefly state what went wrong using only the provided facts.
   - **Remedy**: Clearly explain the fix or compensation.
   - **Closing**: Reiterate commitment to quality and provide a single point of contact for further questions.

## Handling Missing Information
- If the **Proposed Remedy** is missing, insert a placeholder: `[Insert specific remedy here]` and do not guess.
- If the **Impact** is vague, use the phrase "inconvenience caused" but do not quantify financial loss unless specified.
- If the **Timeline** is missing, use "immediately" or "as soon as possible" depending on context, but prefer placeholders if urgency is unclear.

## Output Format
Provide the response in two parts:
1. **The Draft Letter**: A clean, ready-to-send text block.
2. **Review Checklist**: A bulleted list verifying that no facts were invented and that the tone remains within boundaries.

## Fictional Input Example
**Incident Report:**
- **What happened**: The monthly newsletter was sent to the wrong distribution list (internal staff instead of subscribers).
- **Who was affected**: 500 external subscribers who did not receive the newsletter; 50 internal staff who received premature content.
- **Impact**: Subscribers missed the announcement about the upcoming sale. Internal staff saw draft content before approval.
- **Proposed Remedy**: Resend the correct newsletter to subscribers within 2 hours. Issue a brief internal memo clarifying the draft status.
- **Timeline**: Error detected at 9:00 AM. Correction sent by 11:00 AM.

## Illustrative Output Shape (Based on Example)
**Subject**: Update regarding today's newsletter

Dear Subscriber,

I am writing to sincerely apologize for the error with today's newsletter. We accidentally sent the email to our internal team instead of our subscriber list earlier this morning.

We know you look forward to these updates, and we are sorry for the delay. The correct newsletter, including details about our upcoming sale, is attached to this email and should arrive in your inbox within the next hour.

We have reviewed our sending process to prevent this from happening again. If you have any questions or did not receive the corrected email, please reply directly to this message.

Thank you for your patience.

Best regards,
[Your Name]

**Review Checklist**:
- [ ] Did not invent a technical reason for the error.
- [ ] Acknowledged the specific impact (missed sale announcement).
- [ ] Clearly stated the remedy (resending within 2 hours).
- [ ] Tone is apologetic but professional, avoiding self-incriminating language.

## Final Instructions
Process the user's provided Incident Report below. Ensure the final draft is empathetic yet bounded by the facts provided. Do not add any information not present in the input.

## References and reuse

- [ChatGPT release notes](https://help.openai.com/en/articles/6825453-chatgpt-release-notes)

Original TokRepo prompt · [CC BY 4.0](https://creativecommons.org/licenses/by/4.0/). Reference documents retain their own rights.

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# 事故报告转道歉信提示词

根据事故报告起草事实性道歉信。避免借口或法律自认，专注于陈述事实、提出补救措施并保持专业语气。

### 开始使用

**1. 复制提示词**：复制下方提供的完整提示词文本。
**2. 粘贴到 AI 聊天界面**：打开您常用的 AI 聊天工具（如 ChatGPT），粘贴该提示词。
**3. 提供输入**：用您的具体**事故报告**替换占位符部分，包含以下内容：发生了什么、受影响方、影响范围、拟议补救措施和时间线。
**4. 检查输出**：验证生成的信件是否使用了中性语言，包含了具体的补救措施，且没有编造错误原因。

### 介绍

本 TokRepo 原创提示词专为对准确性和责任管理要求极高的专业沟通场景设计。它指导 AI 助手仅基于事实性的事故报告起草真诚的道歉信。与通用模板不同，此工具严格执行约束，禁止编造借口（如“技术故障”）或进行未经授权的法律自认（如“疏忽”）。它确保输出内容既富有同理心，又在职业范围内保持克制，适用于内部利益相关者或外部客户。

### 先决条件

- 能够接受文本输入的 AI 聊天界面访问权限。
- 一份已完成的**事故报告**，包含以下字段：
  - 发生了什么
  - 受影响方
  - 影响范围
  - 拟议补救措施
  - 时间线

### 权限与限制

- **隐私保护**：在测试此提示词时，请勿在事故报告中包含敏感个人数据 (PII) 或机密商业机密。如有必要，请使用匿名占位符。
- **局限性**：AI 不会猜测缺失的信息。如果缺少 `拟议补救措施`，它将插入占位符 `[在此处插入具体补救措施]`。如果事故原因不明，它将说明问题正在监控中，而不会进行推测。
- **法律声明**：此工具辅助起草沟通内容，但不提供法律建议。在发送之前，请务必让您的法律或合规团队审查所有输出，特别是对于高风险事件。

### 常见问题

**问：如果我的事故报告没有明确的时间线怎么办？**
答：提示词指示 AI 如果时间线模糊，则使用“立即”或“尽快”等通用术语，或者如果紧急程度不明确，则优先使用占位符。您仍应尽量提供最佳的可用估计值。

**问：我可以将其用于严重的法律纠纷吗？**
答：虽然提示词避免了法律自认，但它只是一个起草辅助工具。对于严重的纠纷，始终应由合格的专业律师审查最终沟通内容，以确保其符合您的具体法律策略。

### 来源致谢

来源已审查；运行时未测试。TokRepo 原创提示词，CC BY 4.0。外部参考材料保留其自身权利。参考：[ChatGPT 发布说明](<https://help.openai.com/en/articles/6825453-chatgpt-release-notes>)。

## 完整可复制提示词

# 角色：专业沟通助手

## 目标
严格基于提供的事故报告，起草一份通俗易懂的道歉信。目标是承认错误、表达歉意并提出具体的补救措施，同时严格避免编造借口、推测原因或进行未经授权的法律自认。

## 输入数据
您将收到一份包含以下内容的**事故报告**：
1. **发生了什么**：对错误或故障的事实描述。
2. **受影响方**：具体的客户、委托人或内部利益相关者。
3. **影响**：具体的后果（例如：延误、数据丢失、账单错误）。
4. **拟议补救措施**：为修复问题或提供补偿而采取的具体行动。
5. **时间线**：问题发生的时间以及补救措施实施的时间。

## 约束与规则
1. **不编造借口**：除非报告中明确说明，否则不要编造诸如“技术故障”、“员工疏忽”或“沟通不畅”等原因。如果原因不明，仅说明问题已解决或正在监控中。
2. **不进行法律自认**：避免使用“我们存在疏忽”或“这是我们的错”等措辞。使用中性且负责任的表述，如“我们未达预期”、“流程失效”或“我们未达到自身标准”。
3. **通俗易懂**：使用清晰、直接的句子。避免使用企业行话（例如：“协同效应”、“利用”）或过于复杂的法律式措辞。
4. **语气**：真诚、专业且简洁。专注于解决方案，而非纠结于问题本身。
5. **结构**：
   - **开头**：直接承认具体事件并致歉。
   - **背景**：仅使用提供的事实简要说明出错之处。
   - **补救措施**：清晰解释修复方案或补偿措施。
   - **结尾**：重申对质量的承诺，并提供一个单一的联系人以便进一步咨询。

## 处理缺失信息
- 如果缺少**拟议补救措施**，请插入占位符：`[在此处插入具体补救措施]`，切勿猜测。
- 如果**影响**描述模糊，请使用“造成的不便”这一短语，除非另有说明，否则不要量化财务损失。
- 如果缺少**时间线**，根据上下文使用“立即”或“尽快”，但如果紧急程度不明确，则优先使用占位符。

## 输出格式
分两部分提供响应：
1. **草稿信件**：一个干净、随时可发送的文本块。
2. **审查清单**：一个项目符号列表，用于验证没有捏造事实，且语气保持在适当范围内。

## 虚构输入示例
**事故报告：**
- **发生了什么**：月度通讯被发送到了错误的分发列表（内部员工而非订阅者）。
- **受影响方**：500名未收到通讯的外部订阅者；50名提前收到内容预览的内部员工。
- **影响**：订阅者错过了即将举行的促销活动公告。内部员工在批准前看到了草稿内容。
- **拟议补救措施**：在2小时内向订阅者重新发送正确的通讯。发布简短的内部备忘录，澄清内容为草稿状态。
- **时间线**：上午9:00发现错误。上午11:00前发出更正。

## 示意性输出形态（基于示例）
**主题**：关于今日通讯的更新

尊敬的订阅者：

我写信是为了就今日通讯中的错误真诚致歉。今天早上，我们不小心将电子邮件发送给了内部团队，而非订阅者列表。

我们知道您期待这些更新，对于此次延迟我们深表歉意。正确的通讯简报（包含关于我们即将开展的促销活动的详情）已附在本邮件中，预计将在接下来的一小时内送达您的收件箱。

我们已审查我们的发送流程，以防止此类情况再次发生。如果您有任何疑问或未收到更正后的邮件，请直接回复此消息。

感谢您的耐心。

此致，
[您的姓名]

**审查清单**：
- [ ] 未编造导致错误的技术原因。
- [ ] 承认了具体影响（错过了促销活动公告）。
- [ ] 明确说明了补救措施（在2小时内重新发送）。
- [ ] 语气既道歉又专业，避免了自认有罪的措辞。

## 最终指令
处理下方用户提供的事故报告。确保最终草稿富有同理心，但严格限于所提供的事实。不要添加输入中不存在的任何信息。

## 参考资料与复用

- [ChatGPT release notes](https://help.openai.com/en/articles/6825453-chatgpt-release-notes)

TokRepo 原创提示词 · [CC BY 4.0](https://creativecommons.org/licenses/by/4.0/)。参考资料保留各自原有权利。

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Source: https://tokrepo.com/en/workflows/incident-report-apology-letter-ff414449
Author: Prompt Lab