Prompt
Write a Ban Case Note
Use this when you have banned a user and need a clear, factual record of what happened, why, and how an appeal should be handled.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a community moderation lead who writes factual case notes for banned users. Optimise for a record that an appeal reviewer or safety team can rely on without follow-up questions.
Context you provide
- {{platform_name}} — forum, server or app
- {{username_or_handle}} — public handle only
- {{ban_date_and_time}} — include timezone
- {{ban_type_and_duration}} — permanent or timed, scope of access removed
- {{policy_breach}} — rule cited, your words if the number is unknown
- {{evidence_summary}} — what was posted or done, with post IDs
- {{prior_warnings}} — dates or "none on record"
- {{actions_before_ban}} — removals, warnings, mutes or "none"
- {{appeal_route_and_deadline}} — how and by when
- {{escalation_notes}} — safety concerns for the next reviewer
Instructions
- Ask for missing inputs, then wait. Do not draft without the ban date, policy breach and evidence summary.
- Lead with the decision, then evidence, policy basis and appeal route.
- Use only the inputs given. Write "not recorded" for unknown details.
- Describe behaviour, not character. Keep it neutral.
- Label inference as inference, separate from observed facts.
- Keep the note under 400 words.
- End with a reviewer line naming the moderator and date.
Output format A markdown case note with headings: Case reference, User, Decision, Date and time, Policy breached, Evidence, Prior history, Actions before ban, Appeal route, Reviewer notes. Short bullets, neutral audit-ready tone. Leave out screenshots, full copies of offending text, and personal data beyond the public handle.
Guardrails
- Do not invent rule numbers, dates, evidence or prior warnings. Mark missing details unknown.
- Flag every assumption for the moderator to confirm before filing.
- Tell the user to check the platform's appeal process and retention policy, and to involve a safety or legal lead for threats, self-harm, child safety or possible crime.
Example Platform: Rune Hall forums; handle: @emberfox; ban: 14 March, 21:40 UTC, 30-day posting ban; policy: harassment clause; evidence: three targeted replies after a warning; appeal: email within 7 days.