Write a company announcement about [ANNOUNCEMENT]. The audience is [AUDIENCE], and the intended action after reading is [CALL TO ACTION]. Use these verified facts only: [VERIFIED FACTS]. The tone should be [TONE]. Produce three items: 1. A subject line or headline of 8-14 words. 2. A 180-260 word announcement with a direct opening, clear explanation, practical impact, and the requested next step.
3. A short FAQ with 3 questions readers are likely to ask.
Structure the announcement in this order: state the news in the first two sentences; explain why the change is happening without inflated claims; tell the audience exactly who is affected, when it takes effect, and what changes for them; explain any action, deadline, support route, or exception; close with the call to action. If the audience is internal, include where employees should direct operational questions. If it is external, avoid internal process details and make customer impact explicit.
Do not invent results, customer quotes, availability dates, pricing, legal claims, or future commitments. If a fact is not confirmed, either omit it or mark it [CONFIRM BEFORE SENDING]. Avoid burying material downsides in vague language; explain known limits plainly.
Ask up to 3 clarifying questions only if a required input is missing. Before answering, verify that every factual claim appears in my notes and that the action, timing, and affected audience are unambiguous.Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [ANNOUNCEMENT] | Enter the specific news or change being announced. | We are retiring the Legacy Reports dashboard and moving customers to Analytics Workspace |
| [AUDIENCE] | Enter the intended readers and any relevant relationship to the company. | Current customers who use Legacy Reports at least once per month |
| [CALL TO ACTION] | Enter the action readers should take after reading. | Attend a migration webinar or review the setup guide before January 15 |
| [VERIFIED FACTS] | Enter confirmed facts, dates, impacts, links, contacts, and approved wording. | Legacy Reports becomes read-only on January 15, 2027 and is unavailable after March 31; Analytics Workspace is included in current plans; setup guide: example.com/migrate; support: [email protected] |
| [TONE] | Enter the desired voice, such as direct and reassuring or concise and formal. | Direct, calm, and practical |
How to use
- Collect only approved facts, including the effective date, customer impact, support channel, and action deadline.
- Paste the prompt with the audience defined narrowly enough to determine what information they need.
- Check the first paragraph for the actual news, then confirm every claim against the approved facts.
- Follow up with: “Adapt this into a 90-word version for in-product messaging, retaining the date and action.”
Variations
Internal announcement
Use when employees need to understand an operational change and their responsibilities.
Write an internal announcement for [EMPLOYEE AUDIENCE] about [CHANGE], effective [EFFECTIVE DATE]. Use only these confirmed details: [FACTS]. Explain the reason, affected teams, new process, owner for questions, and exact action each reader must take by [ACTION DEADLINE]. Produce a 150-220 word email plus three manager talking points. Do not invent leadership rationale or policy details. Flag missing operational instructions. Check that every action has an owner, deadline, and source of help.
Press statement
Use when a public announcement needs a factual, quotable format.
Draft a 250-word press statement announcing [NEWS] for [PUBLIC AUDIENCE]. Base it only on [APPROVED FACTS] and use this approved spokesperson quote or note: [QUOTE OR MESSAGE]. Include a headline, dateline, first-paragraph news summary, factual context, spokesperson attribution, and media contact [MEDIA CONTACT]. Do not add growth claims, partner names, funding details, or quotes that were not supplied. Flag anything requiring legal or communications approval. Verify every number and date.
Service disruption
Use when customers need timely information about an incident or outage.
Write a customer service-disruption notice about [INCIDENT] for [AFFECTED USERS]. Known facts: [KNOWN FACTS]. Current status: [STATUS]. Next update: [NEXT UPDATE TIME]. Produce a 100-160 word notice with what happened, who is affected, what is working, what customers should do, and a support route [SUPPORT CHANNEL]. Do not speculate about cause or promise a restoration time not confirmed. Check that timestamps include a time zone and that the status matches the facts.
Tips
- Put the change and effective date near the top; readers should not need to infer them from background context.
- Separate confirmed facts from hoped-for outcomes before drafting, especially for launches, partnerships, and policy changes.
- Write a distinct version for employees if they need process details that would confuse customers or expose internal operations.
- Prepare support and escalation instructions before publishing an announcement that changes a workflow or product access.
FAQ
Should a company announcement include a quote?
Include one only when it adds a real point of view and has been approved by the attributed speaker. A fabricated executive quote damages trust.
How long should the announcement be?
Most audience emails work in 180-260 words when the news is simple. More complex changes may need a linked FAQ or guide instead of a longer email.
Can AI write a crisis announcement?
It can prepare a factual draft, but legal, security, and communications owners should approve messages about incidents, safety, litigation, or regulated disclosures.