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Have a calm public statement ready within the hour
When something goes wrong, get a short holding statement, a fuller update and an internal Q&A drafted from the facts you have so far.
When to use it
When an incident or complaint is drawing public attention
Step by step
Write down only confirmed facts
List what has happened, what you know for sure, what you don't know yet, and what is being done. Keep guesses out.
Draft the statement set
Paste the facts into your AI assistant with this prompt.
Prompt to copySomething has gone wrong at [organisation]. Confirmed facts: [paste]. Not yet known: [paste]. Actions under way: [paste]. People affected: [who]. Draft three things: 1. A holding statement under 80 words that shows we know, we care, and what happens next, without speculating or admitting liability. 2. A fuller update template under 200 words with [placeholders] for facts we'll know later. 3. An internal Q&A of 8 questions staff or the media might ask, with short honest answers. Use plain, human language and avoid defensive or corporate phrases.Get the right sign-off
Share the drafts with leadership and, where needed, legal or HR in a Teams chat or call. Do not publish until they agree.
Keep a version log
Save each approved version in Google Docs with the time it went out, so everyone works from the latest wording.
What you get
Holding statement: This morning our Northgate centre closed after a water leak. Everyone is safe. We're contacting people with appointments today to rebook, and we'll share an update by 3pm. We're sorry for the disruption.
Tips
- Statements about safety, legal or health matters must be checked by a qualified adviser before release.
- Remove names of affected people before pasting anything into an AI tool.