Roster swap request — accept or decline
A staff roster-swap reply that decides in line 1, explains briefly, and either confirms logistics or offers a real alternative. Same tone for yes or no — fair, casual, no "unfortunately".
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Updates live as you typeA staff member has asked to swap a shift. I need to reply quickly with a yes/no and the reason, in a way that's fair and consistent across the team.
Staff member: {{staff_name}}
Their original shift: {{original_shift}}
Shift they want to swap to / drop: {{swap_target}}
Reason given: {{reason}}
Replacement they've found (if any): {{replacement}}
My decision: {{decision}}
Why I'm deciding that (cost / coverage / fairness / policy): {{decision_reason}}
Roster policy reference (if relevant): {{policy_ref}}
Write a 90–120 word reply message (text / WhatsApp / Slack — venue staff chat).
- Open by name.
- State the decision in line 1. No suspense.
- Acknowledge the reason briefly without judging it.
- For YES: confirm logistics (who covers, when roster will be updated, what they need to do).
- For NO: explain the reason in 1–2 lines, offer the next-best alternative (different shift, future swap, etc.).
- Close warmly.
- Sign with first name.
AU English. Casual but professional. No "unfortunately" — say what you mean.Fill in the required fields above to copy or run this prompt.
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