Prompt library Civil servants, Introductory, Across government, Drafting
Write a note for the file
Turn rough points into a structured note for the file that sets out the facts, the issue and a recommendation.
Last reviewed: . Reviewer: Muhammad Asadullah.
Before you paste anything: replace names, CNIC numbers and other personal details with placeholders and never use classified material. Use only AI tools your department allows.
When to use it
A case needs a note before it moves up the file. You have the facts in rough form and want them set out in the order a senior officer expects to read them.
The prompt
Write a note for the file for a government office in Pakistan, using only the points below.
Points (rough, in any order):
[Paste your points. Remove names and personal details]
Structure the note as:
1. Subject
2. Background: what has happened so far, in date order
3. Issue for decision: one or two sentences
4. Relevant rules: only those I have listed, quoted exactly
5. Options, with the main consequence of each
6. Recommendation
Use short numbered paragraphs, formal but plain English and no more than one page. Do not invent facts, rules or dates. Where information is missing, write [CHECK].How to fill it in
- List the facts as they come to you. The AI will sort them into order.
- Under "relevant rules", give the rule numbers and wording yourself. Never ask the AI to find them.
- If you have already decided, say so: "Recommend option 2."
Before you use the result
- Check the background against the file, date by date.
- Make sure the options are fair. A model can tilt the wording towards the option it was told to recommend.
- The recommendation is yours. Rewrite it in your own words if it does not say exactly what you mean.
Related module: Drafting correspondence.