Draft subs and fee-change notices from your own fee table, with notice dates and a private route for money worries

Money comes up in many choirs: how much to charge, how to collect subs, what to do when a change is needed. Chris Rowbury wrote in January 2024 that moving from pay-as-you-go to a lump sum can upset some people, that the change should come with plenty of advance notice, and that singers need a way to speak to someone in private if they are having financial difficulties. A fee notice that sets out the old arrangement, the new one, the date it starts and who to speak to is the same shape every time. The AI writes the notice and a short reminder from the figures you give it in blanks. It never sees an amount or a member’s name and it does no arithmetic. You decide the fees and the notice period, the treasurer or whoever holds the bank account checks every figure and date, and the notice makes no promise about refunds or credits that you have not decided.

An AI chat tool you already use

Steps

1. In your own document, write the current fee arrangement, the new one, the date it starts, how and when members pay, and what you have decided about instalments or help for members on a low income. Do not paste the figures into the AI tool.
2. Decide, with the treasurer or whoever holds the bank account, how much notice you will give. Write the date in your diary. Do not ask an AI tool what notice you must give.
3. Run the prompt below with its brackets left as they are. You get back a fee-change notice layout, a short reminder and a short private-contact paragraph.
4. Fill in the blanks in your own document. Check every figure and date with the treasurer, and decide yourself what the notice says about missed rehearsals, cancellations, refunds or credits, or leave that out.
5. Send the notice from your own email or messaging system, and keep replies about money worries with one named person.
6. Keep bank details and payment records in your own bank and records, not in the AI tool.

The exact prompt

Write three short pieces of text for the leader of a UK community choir, [CHOIR NAME], to send to members.
1. A fee-change notice with headings: What is changing ([DESCRIPTION BY THE LEADER]), The new arrangement ([NEW ARRANGEMENT]), The date it starts ([DATE]), How and when to pay ([PAYMENT METHOD AND DATE]), If you would like to talk to someone in private ([ROLE AND CONTACT]). Under each heading put the bracket as given and one plain sentence.
2. A two-sentence reminder that a payment is due on [DATE] by [PAYMENT METHOD], with no mention of any amount.
3. A short paragraph telling members that anyone with money worries can speak in private to [ROLE], in a kind and plain tone.
Do not mention refunds, credits, cancellations or what members are entitled to. Do not state or work out any amount.
RULES FOR THIS CHAT: I will give you only my own choir wording, headings and dates that I have typed in. I will not give you, and you must not ask for, any singer, child, parent, volunteer, committee member, accompanist or venue name, email address, phone number or address, any health, medical, access or safeguarding detail, any bank or payment detail, any fee or subscription amount, any lyrics or music, or any licence number. Use the blanks in square brackets exactly as I give them. Do not invent dates, places, times, prices, terms, music titles, or facts about any person, venue or licence, and do not say what is standard, usual, owed or legal. Do not give legal, copyright, licensing, safeguarding, data protection, tax or accounting advice, do not copy, arrange or transcribe any music or lyrics, and do not do any arithmetic: leave calculation cells empty. Where something is missing write [FOR THE LEADER TO COMPLETE]. Everything you write is a draft that a named person will check before anything is sent.