How to write prompts for office work – an easy 4-part formula
AI usually gives generic answers because the prompt was generic. Add the four parts below and the result changes noticeably.
The 4-part formula
- Role. Who do you want the AI to act as? For example: a customer service agent at a furniture store.
- Context. What is the situation, who is the reader, and is there a document to follow?
- Task. The specific thing to do, plus what to avoid.
- Format. Length, tone, layout (bullet points, table, email).
Example
Weak prompt: “Write an apology email to a customer.”
Strong prompt: “You are a customer service agent at a furniture store. A customer ordered a desk and delivery is 5 days late because the supplier was delayed. Write an apology email, state the new delivery date as this Friday and offer a free-shipping code for their next order. Sincere tone, straight to the point, under 120 words.”
Three more tips
- Give an example. Paste an email you once wrote so the AI can imitate your tone.
- Ask it to ask back. Add the line “If any information is missing, ask me before writing”.
- Refine step by step. Take the draft, then ask for specific changes: shorter, less formal, add figures.
Always double-check
AI can get figures, dates and proper names wrong. Read it again before sending, especially anything going to customers.