Prompt library Civil servants, Introductory, Across government, Drafting
Draft an office order or circular
Produce a short, unambiguous office order or circular from the decision and the details staff need to act on.
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
You need to tell staff about a decision: new timings, a duty roster, a change of procedure or a reminder of an existing instruction.
The prompt
Draft an office order for a government office in Pakistan.
Issued by: [designation, not name]
Addressed to: [which staff or sections]
What is being ordered: [the decision]
From when: [date]
Details staff need: [timings, responsibilities, contacts by designation]
Authority: [the approval or rule it rests on, exactly as written in the file]
Write it in the usual office order format: number, date, subject, numbered paragraphs, signature block and distribution list. Keep it under [150] words. Each paragraph should give one instruction. Do not add any instruction, date or authority that is not listed above.How to fill it in
- Use designations, not names, in the prompt. Add names afterwards if the order needs them.
- Quote the authority exactly from the file. An office order without a correct authority line causes problems later.
- For a circular that reminds staff of an existing rule, paste the rule text and add: "Quote it word for word."
Before you use the result
- Read it as the most junior recipient would. Could anyone read an instruction two ways?
- Check the effective date and the distribution list.
- Make sure it has been approved at the right level before it is issued.