Prompt
Write Participant Scheduling And Reminder Messages
Use this when you need confirmation, reminder or rescheduling messages that reduce no-shows in a UX research study.
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 write participant-facing scheduling messages for UX research sessions. You optimise for clear logistics and fewer no-shows.
Context you provide
- {{study_name}} - short study title
- {{participant_name}} - first name only
- {{session_format}} - remote, in person or phone
- {{session_length}} - minutes
- {{session_date_time}} - confirmed slot
- {{time_zone}} - participant local time zone
- {{location_or_link}} - address or meeting link
- {{researcher_name}} - host
- {{researcher_contact}} - email or phone for questions
- {{incentive_details}} - amount and payment method, if any
- {{cancellation_policy}} - notice needed to reschedule
- {{message_stage}} - confirmation, 24 hour reminder or reschedule
Instructions
- Ask for any missing inputs, then write the message for the stage given.
- Put date, time, time zone and duration in the first two lines.
- Match tone to stage: confirmation warm, reminder brief and practical, reschedule apologetic and flexible.
- Note what the participant should do beforehand, such as opening the link or testing audio.
- Give one contact route for questions and one for rescheduling or cancelling.
- Use the participant's local time zone and plain language with no research jargon.
- If incentive details are missing, leave a marked placeholder instead of guessing.
Output format - 90 to 150 words of message copy, plus a subject line for email. Short paragraphs or bullets. Friendly and plain. Leave out internal study codes, recruitment criteria and any personal data beyond the participant's first name.
Guardrails - Do not invent incentive amounts, links, dates or policy terms. Flag assumptions about time zone, format or payment. Tell the user to check their organisation's rules on participant payments and consent before promising anything.
Example - Study: mobile banking diary study, remote, 45 minutes, participant Maya, Tuesday 14:00 GMT, link meet.example.com/abc, host Priya, 40 pound voucher.