A useful office prompt gives AI a task, the relevant facts and clear limits. These examples show how to structure that request for emails and meeting notes. All names and situations below are fictional; adapt the prompts to your workplace.
1. Turn rough notes into a professional email
Start with facts you can verify. Specify the recipient, tone, requested action and length. Tell the tool what it must not invent.
Write a polite follow-up email of no more than 120 words using only these facts: we sent a draft proposal on Monday; we need the client's comments by Thursday to prepare the next version; no price or delivery date has been agreed. Ask whether they have questions. Do not invent a deadline date, approval, discount or promise. Return a subject line and email body.
Example draft to review
Subject: Feedback on our draft proposal
Hello,
I'm following up on the draft proposal we sent on Monday. Could you share your comments by Thursday so we can prepare the next version?
If anything needs clarification, please let us know. We're happy to discuss your questions.
Thank you.
This is an illustrative draft, not a guaranteed AI response. Before sending it, check the recipient, actual dates, requested action and any implied commitment. Replace relative days with confirmed dates if that makes the message clearer.
2. Turn meeting notes into an action table
Loose notes often mix decisions, ideas and unresolved questions. Ask AI to separate them.
Use only the notes below. Create a table with Action, Owner, Deadline and Open question. Mark missing information as “Not confirmed.” Do not assign owners or dates that are absent. Then list confirmed decisions separately.
Notes: Team agreed to use the shorter onboarding checklist. Maya will revise it by Friday. Someone needs to check the welcome email wording. Review the revised checklist at the next team meeting; its date has not been set.
| Action | Owner | Deadline | Open question |
|---|---|---|---|
| Revise the onboarding checklist | Maya | Friday | Confirm the calendar date |
| Check welcome email wording | Not confirmed | Not confirmed | Who will review it? |
| Review revised checklist | Team | Next meeting; date not confirmed | When will the meeting take place? |
Confirmed decision: use the shorter onboarding checklist. This distinction prevents a suggestion from becoming an apparent agreement.
A five-point review before using any result
- Compare every fact with the original notes.
- Check names, dates, figures and responsibilities.
- Remove promises and approvals that nobody agreed to.
- Confirm the tone and audience are appropriate.
- Keep unresolved questions visible until someone answers them.
Use tools approved by your organisation and avoid entering confidential information into an unapproved service. Replace unnecessary identifying details with placeholders.
Build a repeatable habit
Save a prompt only after you have tested and reviewed it. Next time, replace the facts rather than reusing an old message. For more structured practice, explore AI for Everyday Office Work, a 42-page PDF eBook with 30 prompts, worked examples and a practice plan. You can also browse our planners and eBooks.
