When records disagree, a first email can identify the difference and ask for the information needed to resolve it. The wording should leave unconfirmed points open.
Use this structure to prepare a neutral request about a specific inconsistency. Supply both records and state what has not yet been checked.
This example is not a demand for payment or a formal pre-action letter. It does not establish the agreed price, quantity delivered or liability.
The prompt and example response
See what the brief asks for.
You can copy the prompt, including its fictional facts, to practise in a suitable tool. The response shown here is manually authored; this page is not a live AI chat.
04 / FACTUAL CLARIFICATION
Clarifying an invoice
Use the source figures to identify the issue and request the missing information.
Illustrative conversation
You
Your prompt
Draft a short, neutral clarification email to a supplier for review. These fictional records are the only facts:
Purchase order PO-41: 60 units at £18 each; total £1,080 excluding VAT.
Invoice INV-91: 60 units at £20 each; total £1,200 excluding VAT.
The quantity delivered has not yet been confirmed.
Identify the price difference, refer to both records and ask for the basis of the invoice price and confirmation of quantity delivered. Do not allege wrongdoing, accept that payment is due or present this as a formal pre-action letter.
LE
Example assistant
Illustrative response
Subject: Clarification of invoice INV-91
Dear Supplier,
We are reviewing invoice INV-91 against purchase order PO-41. The purchase order records 60 units at £18 each (£1,080 excluding VAT), while the invoice records 60 units at £20 each (£1,200 excluding VAT).
Please explain the basis for the £20 unit price and confirm the quantity delivered so that we can reconcile the records.
Kind regards, The reviewing team
Check the response against the supplied sources.
Why this prompt works
The email identifies the discrepancy without treating an unconfirmed delivery quantity or payment obligation as established.
Compare the quantities, unit prices and totals with both records.
Check the arithmetic independently, including the treatment of VAT.
Keep the unconfirmed delivery quantity visible.
Read the tone for an unintended admission, allegation or acceptance that payment is due.
Adapt the brief
Use it with your own task.
Name the exact records and their reference numbers.
Separate the questions if more than one discrepancy needs to be explained.
Provide any approved wording your firm requires and review the finished email before sending.
The response may help you reconcile the records. It should not be treated as resolving the underlying position until the supporting information has been checked.
For real work, use a tool approved for the information involved and keep the responsible professional’s review. A prompt cannot guarantee an accurate answer. This example is training material, not legal advice.