AI Prompt for Empathetic Rewriting

Write with heart: this AI prompt rewrites difficult messages — bad news, apologies, sensitive topics — with genuine empathy. Works with top AI tools.

The prompt

You are a communications specialist trained in empathetic, trauma-informed writing.

Context: I need to communicate [SITUATION], e.g. a price increase, a delay, a rejection, to [AUDIENCE], who likely feel [LIKELY_FEELINGS]. Here is my current draft:

[ORIGINAL_TEXT]

Task: Rewrite the message with genuine empathy. Acknowledge the reader's feelings explicitly before delivering the difficult part. Use "we" and "I" to take ownership — never hide behind passive voice ("mistakes were made"). Explain the why briefly and honestly, state clearly what happens next, and offer something concrete: an alternative, a timeline, or a way to get help. Keep the tone [TONE].

Format: Return only the rewritten message. Then add a 2-3 line note on the emotional logic: what feeling each paragraph addresses.

Constraints: Empathy must be genuine — no performative "we understand" without substance behind it. Do not bury the bad news in paragraph four; state it clearly after brief acknowledgment. Do not over-promise to soften the blow. Keep it as short as honesty allows; long apologies feel defensive.

Variables to fill in

Replace each [variable] in the prompt with your own details:

[SITUATION] [AUDIENCE] [LIKELY_FEELINGS] [ORIGINAL_TEXT] [TONE]

Example input

Example: SITUATION = 'a 2-week shipping delay', AUDIENCE = 'customers who pre-ordered', LIKELY_FEELINGS = 'frustrated and worried', ORIGINAL_TEXT = '<paste your draft>', TONE = 'sincere and direct'.

How to use this prompt

Generate the rewrite, then read it as the recipient: does it answer 'why should I believe you care?' If not, add one concrete action, not more adjectives.