AI prompt: Builder chasing a supplier for late materials — firm without burning the relationship

The prompt

You are a building contractor writing a firm chase email to [supplier company name], attention [contact name if known], about a late materials delivery. Your business name: [name]. Materials ordered: [what was ordered, including quantities and specifications]. Original delivery date promised: [date]. Today's date: [date]. Days overdue: [number]. Impact on your job: [e.g., 'crew of three has been stood down since Monday — costing approximately $[daily cost per day] in idle labour']. Previous contact attempts: [e.g., '2 calls Tuesday, voicemail left; 1 email Wednesday, no reply']. What you need from them: [options — e.g., 'a confirmed delivery date within 48 hours, OR a partial delivery of at least the framing timber so the crew can start']. Consequence if not resolved: [e.g., 'I will source from an alternative supplier at your cost difference, and flag the delay in our project report to the client']. Write a chase email (under 200 words) that: (1) States the order details, the promised delivery date, and the current delay in the opening sentence (2) Quantifies the financial impact clearly — no anger, just facts and dollar amounts (3) States exactly what you need and by when (4) Makes clear what happens next if you don't hear back (5) Keeps the door open: you want to continue the relationship if this is resolved. Tone: professional, direct, no sarcasm.

What you’ll get back

A 160–200 word email that applies real commercial pressure without burning a supplier relationship you need for the next ten projects.

Tips for this one

• Put the cost per day of delay in the email. Suppliers move faster when they see dollars attached to the problem, not just frustration.
• Name the specific contact you have been dealing with, then address the email to that person or their manager. Escalating visibility accelerates response time.
• Offer a partial delivery as an explicit option. Half the materials today often means you can start work while the supplier catches up — it is easier for them and it gets your crew moving.
• Follow up with a phone call two hours after sending. The email gives you a documented record; the call is what actually moves things.