Create a copy-paste prompt pack for a communications team at [ORGANIZATION] communicating with [PRIMARY AUDIENCES]. Build 8 prompt cards for: announcement brief, press release first draft, executive talking points, media inquiry response, internal change message, customer update, social copy derived from approved messaging, and issues-response holding statement. Use this source material: - Approved facts, dates, and claims: [APPROVED FACTS] - Brand voice and prohibited language: [VOICE AND GUARDRAILS] - Approval owners and legal or policy constraints: [APPROVAL RULES] - Current communication objective: [COMMUNICATION GOAL] For each card, provide a task name, ready-to-paste prompt with necessary square-bracket inputs, exact output structure, and a pre-send check. Require the AI to separate sourced facts from proposed language; use placeholders for quotes, metrics, dates, and customer names that are not approved. For external material, include audience, message hierarchy, proof points, likely questions, and a clear call to action where appropriate. For sensitive issues, require neutral wording, no attribution of fault, no legal conclusions, and escalation to the designated approver. Never fabricate quotes, customer endorsements, executive views, statistics, commitments, or competitor claims. Do not turn an internal draft into a public statement without approval. Before answering, check every factual assertion against the approved facts and flag unsupported claims. Check that each prompt names a real audience and channel rather than using one generic message everywhere.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [ORGANIZATION] | Name the organization and give a short description of what it does. | Northline Health, a regional provider of employer wellness programs |
| [PRIMARY AUDIENCES] | List the groups the communications team regularly addresses. | HR leaders, enrolled employees, local reporters, and Northline staff |
| [APPROVED FACTS] | Paste verified facts, dates, proof points, and approved source links or notes. | New telehealth feature launches October 14; available to 42 employer groups; no claims about clinical outcomes approved |
| [VOICE AND GUARDRAILS] | Describe the desired tone plus language, topics, and claims to avoid. | Clear, calm, practical; avoid medical promises, urgency language, and competitor comparisons |
| [APPROVAL RULES] | List who must approve messages and any legal, regulatory, or policy limits. | Product lead approves features; legal approves privacy statements; CEO approves media quotes |
| [COMMUNICATION GOAL] | State the current outcome the communication should achieve. | Explain the new feature to existing employer clients and prepare staff for questions |
How to use
- Paste the prompt with your current approved facts and actual approval rules.
- Choose the resulting card by audience and channel, then add the source notes for that message.
- Check every number, quote, date, and promise against the approved record before sharing a draft.
- Then send: “Adapt the customer update card for a 150-word email to HR administrators.”
Variations
Media response
Use this when a reporter has sent a specific request and the response needs careful factual control.
Draft a response to this media inquiry from [OUTLET]: [QUESTION]. Use only these approved facts: [FACT SHEET]. Our spokesperson is [SPOKESPERSON], and these topics require approval or no comment: [LIMITS]. Provide a 100- to 160-word reply, three optional attributable quote drafts clearly labeled for approval, and a list of unsupported assumptions in the question. Do not speculate, assign blame, confirm private information, or create statistics. Keep the response on the record only if [ON-RECORD STATUS] says it is approved.
Internal change note
Use this when employees need a clear message about an operational change.
Draft an internal announcement about [CHANGE] for [EMPLOYEE GROUP]. Use these confirmed details: [FACTS]. Include what is changing, what is not changing, effective date, who is affected, required actions, support contact, and a short manager FAQ. Use a direct, respectful tone. Do not promise outcomes that have not been approved or hide known operational impacts. Flag missing decisions, especially timing, ownership, and employee obligations.
Message map
Use this when planning consistent messages before drafting channel copy.
Build a message map for [ANNOUNCEMENT] aimed at [AUDIENCE]. Source facts: [APPROVED FACTS]. Desired response: [DESIRED ACTION]. Return one core message, three supporting messages, proof points tied to sources, likely objections, plain-language answers, and channel adaptations for [CHANNELS]. Separate facts from draft framing. Do not create customer quotes, results, or commitments. Flag claims that require legal, executive, or product approval.
Tips
- Maintain a dated fact sheet; AI cannot reliably reconcile a new launch date with an old briefing document unless you tell it which source controls.
- Write a holding statement before an issue becomes public, but leave unverified details as placeholders rather than filling them with plausible language.
- Use one message map across press, customer, and employee drafts, then change emphasis for each audience instead of copying the same paragraph.
- For executive quotes, give the model the executive’s prior approved language and ask for options, not a quote presented as final.
FAQ
Can AI write a press release from rough notes?
Yes, if you supply verified facts and clearly mark unapproved elements. Quotes, statistics, and customer claims should remain placeholders until approved.
How should AI help with a sensitive issue?
Use it to organize known facts, draft neutral holding language, and surface missing approvals. Legal, policy, and spokesperson decisions remain with the responsible people.
Should internal and external messages use the same draft?
They should share the same confirmed facts, but employees usually need operational details while external audiences need a simpler message and approved proof points.