Create a copy-and-paste AI prompt pack for a [GOVERNMENT TEAM OR FUNCTION] that serves [JURISDICTION AND AUDIENCE]. The pack will support [WORK TYPES], under these rules: [POLICY, LEGAL, PRIVACY, OR APPROVAL CONSTRAINTS]. Treat all supplied facts as unverified until tied to a source; do not create legal advice, policy decisions, personal-data handling instructions, or public commitments. Produce eight distinct prompts for the highest-value routine tasks. Include, where relevant: a decision briefing, public-facing notice, constituent response, meeting agenda or minutes, policy-options analysis, grant or procurement draft, plain-language rewrite, and records-ready summary. If an item is unsuitable for the stated function, substitute a more relevant task and explain why in one sentence. For each prompt, provide: - Task name and intended user. - A ready-to-paste prompt of 90-140 words with 3-6 bracketed inputs. - Exact output format, such as a one-page briefing, response email, table, or checklist. - Required safeguards: source citations or source gaps, neutral tone, accessibility/plain-language needs, review owner, and material that must not be inferred. - One sentence on when staff should use a human reviewer before release. Make the prompts operational rather than generic. For a briefing, require options, tradeoffs, cost or implementation assumptions, and a recommendation only when the user supplies decision criteria. For public communications, require dates, service impacts, contact routes, translations or accessibility needs, and no unsupported reassurance. For constituent replies, distinguish an acknowledgement from a resolution. Before answering, verify that every prompt preserves records and approval requirements in [POLICY, LEGAL, PRIVACY, OR APPROVAL CONSTRAINTS], and flag tasks where a licensed professional, records officer, procurement officer, or counsel must review the result. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [GOVERNMENT TEAM OR FUNCTION] | Name the department, office, program, or local-government function using the prompts. | City of Brookdale Public Works communications and service desk |
| [JURISDICTION AND AUDIENCE] | State the jurisdiction and the public, internal staff, or partner audience served. | Brookdale, Ohio residents, local businesses, and city leadership |
| [WORK TYPES] | List the routine documents or communications the team produces. | Road-closure notices, council briefings, 311 replies, contractor update summaries, and project FAQs |
| [POLICY, LEGAL, PRIVACY, OR APPROVAL CONSTRAINTS] | Paste applicable records, privacy, accessibility, procurement, review, and publishing rules. | Follow Ohio public-records retention rules; remove personal contact details from drafts; provide plain language and Spanish translation requests to the language-access coordinator; communications manager approves public notices; procurement officer reviews vendor-related material |
How to use
- Name the function and paste the rules staff must follow before releasing any draft.
- Choose the generated prompt that matches the document, then replace its bracketed fields with current source material.
- Check citations, dates, decision authority, personal information, and required review before sharing externally.
- Follow up with: “Adapt the public-notice prompt for an emergency water outage, including a translation and accessibility checklist.”
Variations
Council briefing
Use this to prepare a decision document for elected officials or senior leadership.
Create a neutral one-page briefing on [DECISION]. Use only [SOURCES]. Include the decision requested, background, current status, three options, benefits and tradeoffs, cost and staffing assumptions, legal or procurement dependencies, and proposed next steps. Separate verified facts from assumptions and cite each source by title and date. Do not make a recommendation unless [DECISION CRITERIA] are supplied; if they are, show how each option performs against them. Flag statements requiring counsel, finance, or records review. Ask up to 3 questions only if an input is missing.
Public notice
Use this to explain a service change, disruption, hearing, or program update to residents.
Draft a plain-language public notice about [EVENT OR SERVICE CHANGE] for [AUDIENCE]. Use these verified details: [FACTS AND DATES]. Include what is changing, who is affected, start and end dates or uncertainty, actions residents should take, alternatives or support, contact route, and accessibility or language instructions from [REQUIREMENTS]. Use a calm, factual tone; do not minimize risk or promise a completion date not in the facts. Produce a web version under 250 words plus a 50-word social version. Flag information that needs operations approval.
Constituent reply
Use this to draft a response to a resident without overpromising an outcome.
Draft a response to this constituent message: [MESSAGE]. The office can verify [VERIFIED STATUS], and the next available action is [NEXT STEP]. Write an acknowledgement, restate the issue accurately, explain the current status in plain language, give a realistic timeline only if supplied, and provide the contact route for follow-up. Do not disclose other residents’ information, assign blame, make legal conclusions, or promise resolution. Provide a short email subject and response under 180 words. Flag any request that requires a records, legal, or safety escalation.
Tips
- Keep a source packet with document titles, owners, and dates; AI cannot distinguish a current ordinance from an outdated draft unless you provide the context.
- Treat generated public notices as drafts until the operational owner confirms dates, service boundaries, contacts, and contingency instructions.
- For constituent correspondence, include only the status staff can substantiate and distinguish “we received your request” from “we will resolve it.”
- Use plain language without removing legally required terms; place required language in a labeled section and explain it in ordinary words nearby.
FAQ
Can government staff use AI for public notices?
Often yes under local policy, but an authorized staff member should verify facts, accessibility requirements, records retention, and approval before publication.
Can AI make a policy recommendation?
It can organize supplied options and criteria. The accountable official must make the decision, and legal, budget, equity, and implementation assumptions need review.
Should we paste resident messages into an AI tool?
Follow your agency's privacy and approved-tools policy. Remove personal and sensitive information unless the approved system and purpose explicitly permit its use.