HR

Holiday Clash Resolution Email

Diplomatically deny a holiday request because another staff member booked it first.

Updated: January 26, 2026

What does this AI prompt do?

This AI prompt helps UK SMEs by providing a ready-to-use template for diplomatically deny a holiday request because another staff member booked it first.. Simply copy the template below, customize the variables for your business, and paste into any AI tool like ChatGPT or Claude.

AI Prompt Template

Act as a specialist consultant.

**Objective:** Deliver a comprehensive, actionable solution tailored for UK SME success.

Here is the improved business prompt template, maintaining the exact structure and variables while maximizing clarity, persuasiveness, and results:

**Two key staff members have formally requested the exact same week off. Due to critical operational demands, I can only approve one of these concurrent requests.**

**Draft a professional email to [Employee Name | text] whose request I must regrettably deny.**

**Core Reason for Denial:** Their colleague submitted and secured approval for the identical period prior to this request.

**Mandatory Task Requirements:**
1. **Deliver the negative news with immediate empathy and tact** to minimize frustration.
2. **Clearly articulate the non-negotiable business justification** (ensuring adequate team coverage).
3. **Proactively offer a guaranteed, prioritized booking** for their next two most desired alternative dates as compensation.

**Required Tone:** Highly apologetic, transparent, and strictly fair.

How to use this prompt:

  1. Copy the template above
  2. Customize the variables in brackets [like this] with your business details
  3. Paste into ChatGPT, Claude, or your preferred AI tool
  4. Get professional results in minutes

Why this works:

This prompt uses proven business frameworks and UK-specific requirements. It's designed to give you professional results that comply with local regulations and industry best practices.

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