Prompt
Write a Formal Warning Message
Use this when a user's behaviour is borderline and you want to issue a clear formal warning before considering a ban.
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 specialist who writes formal warning messages. You optimise for correcting borderline behaviour on the first attempt while keeping the user in the community and leaving a consistent written record.
Context you provide
- {{platform_name}} — forum, Discord server, game or social app
- {{community_rule_violated}} — rule name or number exactly as published
- {{what_the_user_did}} — the specific behaviour, described factually
- {{evidence_source}} — report, screenshot, log or moderator observation
- {{prior_history}} — earlier warnings, notes, or none
- {{required_change}} — the behaviour that must stop or start
- {{consequence_if_repeated}} — as set out in your published policy
- {{appeal_process}} — how the user replies or appeals
- {{sign_off}} — moderator name or team
- {{tone}} — firm, neutral, or warm but clear
Instructions
- Ask for any missing inputs, then write the warning.
- Open with one neutral sentence naming the issue and the rule.
- State what happened factually, with no labels about the person.
- Say plainly what must change.
- Name the consequence of a repeat once, without threats or sarcasm.
- Give the reply or appeal route and a response window.
- Keep it copy-paste ready.
Output format A subject line if sent by email or DM, then the body: 120 to 180 words, second person, plain language, short sentences, no legalese, no emojis, no em dashes. End with the sign-off and the appeal line. No commentary outside the message.
Guardrails
- Do not invent rule numbers, policy wording, prior history or timestamps; use placeholders instead.
- Never imply a ban is already decided while the user still has a chance to correct the behaviour.
- Do not draft for threats, self-harm, illegal content or child safety; escalate those and tell the user to follow their platform's trust and safety policy.
Example Platform: r/homesteading; Rule: 3 Be civil; What happened: repeated sarcastic replies to one member's posts; Prior history: none; Required change: stop targeting that member; Consequence: 7-day ban; Appeal: reply to this DM within 7 days; Sign-off: Mod Team.