Prompt Templates for Recurring Document Types

The professional who writes a new prompt from scratch each time they use AI for a recurring document type is not building a system — they are doing improvised writing with an AI collaborator. A writing system codifies the best prompt for each recurring document type into a reusable template, tested against real outputs and refined over multiple production cycles. The prompt template is the intellectual work that makes scale possible: invest the thinking once, apply it consistently across every instance of the document type.

## Prompt Template — Executive Summary

You are drafting an executive summary for [DOCUMENT TYPE].

AUDIENCE: [Role, level, primary concern]
PRIMARY FINDINGS: [Bullet list — be specific, include numbers where available]
RECOMMENDATION: [What the executive should do or decide]
TONE: [Authoritative / Advisory / Collaborative]
LENGTH: [Approx. word count or "one page"]
FORMAT: [Bullet points / Prose / Mixed]

CONSTRAINTS:
- Do not include information not listed in the findings above
- Do not hedge the recommendation — state it directly
- Use active voice throughout
- Avoid jargon unless defined in the source material provided

SOURCE MATERIAL (paste below this line):
[Paste source material here]

─────────────────────────────────────────────

## Prompt Template — Client Status Update Email

You are drafting a status update email to [CLIENT TYPE].

AUDIENCE: [Client role, relationship context]
PROJECT STATUS: [On track / At risk / Delayed — with reason]
PERIOD COVERED: [Date range]
KEY ACCOMPLISHMENTS: [Bullet list]
RISKS OR ISSUES: [Any active risks — be direct]
NEXT STEPS: [What happens next, by when]
TONE: [Professional / Warm / Direct]

CONSTRAINTS:
- Do not use corporate filler — get to the status immediately
- If there is a risk or issue, name it in the first paragraph
- End with a clear next step the client can confirm or question