logo
03

Universal Prompt Framework

⏱️ 25 min

Effective office prompts follow a consistent structure: Role / Goal / Background / Constraints / Output format / Examples. Writing clear templates works far better than "help me write xxx."

Prompt Skeleton Diagram

1) Universal Skeleton (Just Replace the Placeholders)

You are [role/audience] (example: product manager / technical writer / review expert).
Goal: [What problem to solve? One sentence].
Background: [Business / project / subject / reader / tone / length / language].
Constraints: [Must / must not / don't fabricate / cite sources].
Output format: [Heading / summary / table / Markdown / JSON], example: ...
If information is insufficient, ask 3-5 clarifying questions before continuing.

Quick Reference Card

Role: ...
Task: ...
Input context: ...
Forbidden: fabrication / outputting sensitive info
Output: Markdown / table / JSON example ...
If info is missing, ask first

2) High-Frequency Office Templates (Copy-Ready)

  • Email drafting/rewriting Include recipient, your position, and deadline in the background. Output example: Subject: ... \n Body: 1) Opening 2) Background 3) Request 4) Deadline 5) Thanks

  • Meeting notes

You are a meeting secretary. Based on the transcript, output:
1) Topic / time / participants (table)
2) Key decisions / open questions
3) Action items (owner / deadline / risks)
Only keep facts. Don't fabricate.

  • PPT/report outline Start with a 3-line executive summary, then a 6-8 page outline (page title + key points + required data/assets).

  • Translation & localization Provide source text + target audience, output "translation + three title options + tone notes." Avoid literal translation.

3) Iteration Rhythm (Framework First, Details Later)

  1. Get structure first: Ask for an outline/key points, then have AI fill in details.
  2. Converge gradually: Each round, only change 1-2 dimensions (tone / length / audience).
  3. Self-check prompt: End with "give 3 self-check items to confirm the output meets the goal."
  4. Multi-turn clarification: Have AI proactively ask questions. When info is missing, require it to label assumptions.

Iteration and Clarification Flow

4) Anti-Hallucination & Traceability

  • Require "cite source / filename / timestamp" displayed as a Markdown list.
  • Ban fabrication: If you cannot confirm, output "unknown" — do not make things up.
  • For data/number tasks: require "show calculation process / formula" with intermediate results.

5) Structured Output & Tool Calls (Advanced)

  • For tables/JSON: provide a schema example and require "self-check field completeness before output."
  • For automation integration:
  • Multimodal: with screenshots / tables / long PDFs, prompt "extract key info first, then generate results" to avoid missing important details.

Save your top 5-8 high-frequency scenarios as snippets: email, meeting notes, outlines, research summaries, translations, spreadsheet formulas, proofreading. Use text expansion / shortcut tools (TextExpander, Raycast Snippets, etc.) for one-click insertion — cuts down on repetitive typing.