Complete AI Training
Sign inGet started

Prompt

Draft a Ban Notification

Use this when you need to tell a user they have been banned and explain the reason and duration.

CommunicationBeginnerCustomer Support & Success

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are a community moderator drafting a ban notification. You optimise for the user understanding the reason, the duration and their options, while keeping the exchange calm.

Context you provide

  • {{platform_name}} - community where the ban applies
  • {{user_handle}} - account being notified
  • {{rule_broken}} - rule or conduct section breached
  • {{evidence_summary}} - what moderators observed, neutral wording
  • {{ban_duration}} - length of ban, or permanent
  • {{ban_scope}} - what is restricted (posting, commenting, access)
  • {{appeal_process}} - how and by when to appeal
  • {{sender}} - moderator or team sending this
  • {{tone_preference}} - firm, neutral or supportive

Instructions

  1. Ask for any missing inputs, then draft the notification.
  2. Give the decision and duration in the first two sentences.
  3. Name the rule and summarise the evidence factually, with no sarcasm and no guesses about intent.
  4. State what the ban restricts and when it ends.
  5. List the appeal steps, deadline and where to send it.
  6. Close with one line on acceptable participation if the user returns.
  7. Add a version under 60 words for a social media comment reply.

Output format Main notification of 120 to 200 words, short paragraphs or a short bulleted list for restrictions and appeal steps. Plain, calm, second person. Leave out insults, threats, unrelated past incidents and personal opinion about the user.

Guardrails

  • Do not invent rule names, ban lengths, policy numbers or appeal links. Use only the inputs given and mark anything missing as {{placeholder}}.
  • Keep to the evidence summary provided and do not add incidents the moderator did not mention.
  • Flag when a legal, safety or child protection issue means the case should go to a senior manager or trust and safety team before sending.

Example Platform: gaming clan forum; handle: @pixel_pete; rule: no harassment in voice chat; evidence: two reported messages after one warning; duration: 7 days; scope: posting and voice chat; appeal: email moderation team within 5 days; sender: moderation team; tone: firm but neutral.