# Shift-Swap Request Drafting Prompt

> A copy-paste prompt that turns your shift details into a clear swap request, shows coverage gaps, and lists what your manager must approve.

## Install

Copy the content below into your project:

# Shift-Swap Request Drafting Prompt

A copy-paste prompt that turns your shift details into a clear swap request, shows coverage gaps, and lists what your manager must approve.

## Start here

Paste the full prompt text (the complete prompt is appended separately) into any ordinary AI chat that accepts text. Then fill in your details under the "Input" block, or reply to the assistant's follow-up questions.

**What to paste:** the prompt itself, followed by your own details: your name and role, the shifts you want to give up (date, start/end time, role or station, location), any coverage you are asking for, a short reason, who has offered to cover and their confirmation status, known constraints (minimum staff, certifications, overtime rules, blackout dates), your manager's name and preferred channel, the tone you want, and any decision deadline.

**Where to paste it:** the message box of a normal AI chat. No terminal, account setup or API key is needed.

**How to check the output:** confirm every date and time appears exactly as you supplied it; confirm anyone offering cover is labelled "offered, not yet confirmed" unless you said otherwise; confirm any coverage gap or constraint is stated openly instead of being hidden or silently solved; and confirm the "approval requested" list names concrete actions rather than a vague "approve this".

## Introduction

The prompt helps shift workers write a short, honest swap request that a manager can act on. It separates the shifts affected, who is covering, the gaps you cannot resolve yourself, and the exact approvals you are asking for. It forbids inventing policies, seniority rules, coworker availability or approvals.

See the reference [ChatGPT release notes](<https://help.openai.com/en/articles/6825453-chatgpt-release-notes>) for context on the general-purpose chat workspace.

## Prerequisites, permissions and limits

- You need the details above; the prompt will ask for anything missing and labels unknown items `[TO CONFIRM]`.
- A normal AI chat that accepts text is enough. The prompt does not send messages, does not contact anyone, and does not arrange coverage on your behalf.
- It has no access to your real rota, certifications or employer policies, so every constraint it mentions must come from you.
- You still send the message yourself and confirm coverage before relying on it. Anything it writes is a draft, not an agreement.

## FAQ

**What if I don't have all the details?**
The prompt asks for the missing items first and waits. It will insert `[TO CONFIRM]` rather than guess, and the "Before you send" checklist lists what you still have to verify.

**Will it claim my manager approved the swap?**
No. It only names what you are asking for, such as approving the swap, confirming coverage or updating the posted schedule. It never states that anyone already agreed.

## Verification note

source reviewed; runtime not tested. The worked example in the prompt is fictional and shows shape only.

## Attribution

Original TokRepo prompt, licensed under [CC BY 4.0](<https://creativecommons.org/licenses/by/4.0/>). The reference link retains its own rights.

## Complete reusable prompt

You are helping me draft a shift-swap request message for my manager (or scheduler). Use only the details I supply. Do not invent approvals, coverage, policies, or agreements, and do not promise that anyone has already agreed.

First, in your own words, ask me for anything important that is missing. Then wait for my reply before drafting, unless I already gave all required items in the Input block below.

Required inputs
- My name and role/title
- The shift(s) I want to give up: date, start and end time, role/station, location
- The shift(s) or coverage I am asking for, if any
- Why I need the change (keep it brief; I will trim anything too personal)
- Who, if anyone, has already offered to cover: their name and confirmation status
- Coverage constraints I know: minimum staff per station, required certifications, overtime rules, blackout dates
- My manager's name and preferred contact channel
- Tone I want: formal / neutral / casual
- Any deadline for a decision

Second, check coverage risk. For every shift I want to give up, state whether the supplied information shows it will be covered, will NOT be covered, or is UNKNOWN. Flag any constraint that my request may violate. Do not solve it quietly.

Third, produce the message in this format:
1) Subject line: clear and specific (include date and 'shift swap request').
2) Greeting and one-sentence purpose.
3) Bullet list of the exact shifts affected, each with date, time, role, and location.
4) Who is covering, if confirmed, with status ('confirmed' or 'offered, not yet confirmed'). If nobody, say plainly that coverage is not yet arranged.
5) What I am asking the manager to approve, written as a short explicit list (for example: approve the swap, confirm coverage, adjust the posted schedule).
6) One sentence naming any coverage gap or constraint the manager must resolve.
7) A short closing with my contact method and decision deadline.
8) A separate 'Before you send' checklist with the items I must verify or fill in.

Rules
- No invented scheduling policy, no invented seniority or union rules, no invented availability of coworkers.
- Keep the message under 200 words unless I ask otherwise.
- Preserve every supplied date and time exactly; do not convert formats or time zones.
- If a detail is missing, insert [TO CONFIRM] rather than guessing.
- Do not claim the manager has approved anything.

Worked example (fictional, for shape only)
Input: Name: Priya; Role: server; Give up: Sat 14 Sep, 17:00-23:00, front section, Main St location; Want: same week off; Cover: Tom said maybe; Constraints: two servers minimum, Priya is only certified keyholder on that shift; Tone: neutral; Deadline: decision needed by Thu 11 Sep.
Expected output shape:
Subject: Shift swap request - Sat 14 Sep
- Shift to give up: Sat 14 Sep, 17:00-23:00, server, front section, Main St.
- Coverage: Tom offered but is NOT yet confirmed.
- Gap: I am the only certified keyholder for that shift; this needs your resolution.
- Approval requested: approve the swap, confirm keyholder coverage, update the posted schedule.

Pass/fail checks against that example
- Pass only if every date and time matches exactly.
- Pass only if Tom is labelled unconfirmed.
- Pass only if the keyholder constraint appears in the message, not buried or omitted.
- Fail if any policy or approval is invented.
- Fail if the 'approval requested' list is vague, such as 'approve this'.

Finally, list any assumptions you made and any input I still need to supply. Keep this whole response as a ready-to-send draft plus the checklist, not a summary of these instructions.

## 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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# 调班申请起草提示词

一段可复制的提示词，将你的班次信息整理成清晰的调班申请，标出排班缺口，并列出需主管批准的事项。

## 开始使用

把完整提示词原文（完整提示词随附在文末）粘贴到任何接受文本的普通 AI 对话里，然后在上下文的“Input（输入）”区域填写你的信息，或直接回答助手的追问。

**粘贴什么：**先粘贴提示词本身，再粘贴你的信息：你的姓名和岗位、你想让出的班次（日期、起止时间、岗位或工位、地点）、你想申请的替班或覆盖、简短原因、已表示愿意替班的人及其确认状态、你已知的限制条件（每岗最低人数、资质要求、加班规定、禁排日期）、主管姓名和偏好的联系方式、你想要的语气，以及决定截止时间。

**粘贴到哪里：**普通 AI 对话的输入框。无需终端、账号配置或 API 密钥。

**如何检查输出：**确认每个日期和时间都与你提供的完全一致；确认替你班的人在你没有特别说明时被标注为“已表示愿意，尚未确认”；确认任何排班缺口或限制条件被明确写出，而不是被隐藏或悄悄解决；确认“请求批准”清单写的是具体动作，而不是含糊的“请批准这件事”。

## 简介

这段提示词帮助排班工作者写出一封简短、诚实、主管可以直接处理的调班申请。它把受影响的班次、谁来替班、你自己无法解决的缺口、以及你要求批准的事项分开列出，并禁止编造政策、资历规则、同事可用性或批准结果。

关于通用对话工作环境的背景，可参见 [ChatGPT release notes](<https://help.openai.com/en/articles/6825453-chatgpt-release-notes>)。

## 前提、权限与限制

- 你需要准备好上面的信息；提示词会先追问缺失内容，并把未知项标记为 `[TO CONFIRM]`。
- 一个接受文本的普通 AI 对话就够用。提示词不会发送消息、不会联系任何人，也不会替你安排替班。
- 它无法访问你真实的排班表、资质记录或雇主政策，所以它提到的每条限制条件都必须由你提供。
- 消息仍由你自己发送，也要在你真正依赖它之前确认替班。它写的内容是草稿，不是已达成的约定。

## 常见问题

**如果我的信息不全怎么办？**
提示词会先追问缺失项并等待。它会插入 `[TO CONFIRM]` 而不是猜测，“发送前检查清单”也会列出你仍需核实的内容。

**它会不会声称主管已经批准了调班？**
不会。它只写明你在请求什么，例如批准调班、确认替班或更新已公示排班表，绝不会说已经有人同意。

## 核实说明

来源已审阅；未做运行测试。提示词中的示例为虚构内容，仅用于展示格式。

## 来源与致谢

TokRepo 原创提示词，采用 [CC BY 4.0](<https://creativecommons.org/licenses/by/4.0/>) 许可。参考链接保留其自身权利。

## 完整可复制提示词

你正在帮助我起草一条提交给主管（或排班人员）的调班申请消息。只使用我提供的信息。不要编造批准、替班、政策或约定，也不要承诺已经有人同意。

首先，用你自己的话向我询问任何缺失的重要信息。然后等待我的回复再起草，除非我已经在下方 Input（输入）区块中给出了全部必需项。

必需输入项
- 我的姓名和岗位/职务
- 我想让出的班次：日期、起止时间、岗位/工位、地点
- 我申请调换的班次或替班，如有
- 我需要调班的原因（请简短；过于私人的内容我会删减）
- 如有人已表示愿意替班：其姓名和确认状态
- 我已知的替班限制条件：每岗最低人数、所需资质、加班规定、禁排日期
- 我主管的姓名和偏好的联系方式
- 我想要的语气：正式 / 中性 / 随意
- 决定截止时间，如有

其次，检查替班风险。对于我想让出的每个班次，说明所提供的信息显示它将被覆盖、将不会被覆盖，还是未知（UNKNOWN）。标记我的请求可能违反的任何限制条件。不要悄悄解决它。

第三，按以下格式生成消息：
1) 主题行：清晰具体（包含日期和“shift swap request”）。
2) 问候语和一句话说明目的。
3) 受影响班次的精确项目符号列表，每项包含日期、时间、岗位和地点。
4) 谁来替班（如已确认），并附状态（“已确认”或“已表示愿意，尚未确认”）。如果没有，就直说替班尚未安排。
5) 我要求主管批准的事项，写成简短明确的清单（例如：批准调班、确认替班、调整已公示排班表）。
6) 一句话写明主管必须解决的任何替班缺口或限制条件。
7) 简短结尾，包含我的联系方式和决定截止时间。
8) 单独的“发送前检查清单”，列出我必须核实或填写的内容。

规则
- 不得编造排班政策，不得编造资历或工会规则，不得编造同事的可用性。
- 除非我另有要求，消息保持在 200 词以内。
- 每个提供的日期和时间都原样保留；不要转换格式或时区。
- 如果缺少某项信息，插入 [TO CONFIRM] 而不是猜测。
- 不要声称主管已批准任何事项。

示例（虚构，仅用于展示格式）
Input: 姓名：Priya；岗位：服务员；让出：9 月 14 日周六，17:00-23:00，前区，Main St 门店；想要：同一周休息；替班：Tom 说也许可以；限制条件：至少两名服务员，Priya 是该班次唯一持证钥匙保管人；语气：中性；截止时间：需在 9 月 11 日周四前决定。
预期输出形态：
Subject: Shift swap request - Sat 14 Sep
- Shift to give up: Sat 14 Sep, 17:00-23:00, server, front section, Main St.
- Coverage: Tom offered but is NOT yet confirmed.
- Gap: I am the only certified keyholder for that shift; this needs your resolution.
- Approval requested: approve the swap, confirm keyholder coverage, update the posted schedule.

针对该示例的通过/不通过检查
- 仅当每个日期和时间完全一致时通过。
- 仅当 Tom 被标注为未确认时通过。
- 仅当钥匙保管人限制条件出现在消息中，而非被埋没或省略时通过。
- 如果编造任何政策或批准，不通过。
- 如果“请求批准”（approval requested）清单含糊，例如“approve this”，不通过。

最后，列出你做出的任何假设以及我仍需提供的信息。整个回复保持为可直接发送的草稿加检查清单，而不是对这些说明的总结。

## 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/shift-swap-request-drafting-prompt-4eca7f82
Author: Prompt Lab