Guides › Trades & Field Services
Write a shortage plan before customers feel it
When stock or capacity runs short, get a clear plan of who gets what, what to tell each team and a calm customer message.
When to use it
As soon as a shortage or disruption is confirmed
Step by step
Gather the facts
Note what is short, how much you have, when more arrives, the orders affected and any priority customers or contract terms.
Ask for an allocation plan
Paste the facts into your AI assistant with this prompt.
Prompt to copyWe have a shortage. Item or capacity: [what]. Available: [quantity]. Next supply: [date]. Open orders affected: [list orders with quantity, due date, customer tier, no names needed]. Our priorities: [e.g. contracted service levels first, then oldest orders]. Please: 1) propose an allocation table showing who gets what and when; 2) list options to soften the impact (part shipments, substitutes, other sites); 3) write a short update for sales, customer service and the warehouse saying what each must do; 4) draft a calm, honest customer message with the new date and what we're doing about it.Agree it with the teams
Share the plan in Teams with sales and customer service, adjust the allocation together and get a quick yes from your manager.
Send the updates
Send the customer messages from Outlook, adding each customer's name and order details yourself.
What you get
Allocation: Tier 1 contracts get 100% (420 units) on Thu. Others get 60% now, balance on 18th. Options: switch 80 orders to the 12-pack. Customer note: 'Part of your order will arrive on Thursday and the rest by the 18th...'
Tips
- Keep customer names out of the AI chat; use order numbers or tiers and add names afterwards.