Write the termly fees letter: payment deadline, any published late-payment surcharge, the date to give notice for next term, and the Direct Debit note

Each term a dance school sends the same kind of letter, and the details that cause trouble later are the dates. The Dance Company’s April 2023 letter sets a fee deadline, says 10% will be added if fees are late, and asks parents who plan to leave to say so by a set date to avoid being charged for the next term. Downland Dance told members when their Direct Debit would change. A fixed layout with headings for each of these (fees due, how to pay, the late-payment line from your terms, the notice date for leaving, what happens to Direct Debits, who to contact) means nothing is left out and every date is in one place for you to check. The AI writes the letter from blanks only. It never sees a child or family, it never picks a percentage or a notice period, and it does no maths. You set the dates and terms, and whoever keeps the accounts checks every figure before it goes out.

An AI chat tool you already use

Steps

1. In your own document, write next term’s dates, the fee deadline, how parents pay, the late-payment line exactly as it appears in your published terms (if there is one), the date by which parents must give notice to leave, and what happens to Direct Debits.
2. If anything about Direct Debit timing or amounts is changing, ask your Direct Debit provider what advance notice they require you to give parents. Do not ask an AI tool.
3. Run the prompt below with its brackets left as they are. Do not type a fee, child’s name or parent’s detail into the AI tool. You get back a letter layout with headings and a short version for your booking app.
4. Fill in the blanks in your own document, then check every date against your term calendar and every fee line against your published terms with whoever keeps the accounts.
5. Send the letter from your booking system or school email with recipients hidden from each other, and post the same dates on your website if you keep them there.
6. After term starts, note which questions parents still asked and add a line to next term’s letter.

The exact prompt

Write a termly fees letter from the principal of [SCHOOL NAME], a UK dance school, to parents for [TERM]. Use these headings, each followed by its bracket and one plain sentence: Term dates ([TERM DATES]); Fees and when they are due ([FEE DEADLINE]); How to pay ([PAYMENT METHODS]); If fees are paid late ([EXACT LATE-PAYMENT WORDING FROM THE PUBLISHED TERMS, OR NONE]); Giving notice to leave ([NOTICE DATE] and [WHAT HAPPENS IF NOTICE IS NOT GIVEN, IN THE PRINCIPAL’S WORDS]); Direct Debits ([WHAT HAPPENS TO DIRECT DEBITS THIS TERM]); Questions ([CONTACT ROLE]). Keep it under 250 words and friendly. Then write a version of under 80 words for a booking-app message with the same brackets. If the late-payment bracket says NONE, leave that heading out. Do not state any fee, percentage or notice period that is not in a bracket.
RULES FOR THIS CHAT: I will give you only my own school wording, headings and dates that I have typed in. I will not give you, and you must not ask for, any child’s or parent’s name, date of birth, photo, email address, phone number or address, any medical, access, behaviour or safeguarding detail, any bank or payment detail, or any amount owed by a named family. Use the blanks in square brackets exactly as I give them. Do not invent dates, prices, fees, surcharges, notice periods, terms or facts about any person, hall or council, and do not say what is standard, usual, fair, owed or legal. Do not give legal, consumer-law, safeguarding, child-licensing, data protection, tax or accounting advice, and do not do any arithmetic: copy every figure exactly as I typed it or leave the cell empty. Where something is missing write [FOR THE PRINCIPAL TO COMPLETE]. Everything you write is a draft that a named person will check before anything is sent.