Document prompts: define the reader's decision before drafting

Last updated: 2 Oct 202611 min read

tutorial

A document-production prompt is a contract for a decision artifact. Define who will read it, what decision the reader must make, which evidence packet is allowed, what is excluded, the required file format, and the review gate. The prompt should identify the claim types it may make: observed counts, interpretations, and proposed actions. A polished narrative cannot repair an unclear denominator or an absent decision owner. Ask for an outline before laying out pages, then require each section to answer a reader question. Preserve editability with actual headings and paragraphs in the requested document format; a page image that looks right is not an editable report.

Operational case

North Quay's fictional maintenance board needs to decide whether to authorize a follow-up review of overdue inspections. Its frozen packet contains 47 inspection records: 38 current, 6 overdue, and 3 pending validation. The report can state those counts and identify the six overdue records. It cannot call the three pending records completed or overdue without new evidence. The board asks for a short editable report, not a recommendation to replace equipment. The document brief names the operations lead as decision owner and marks equipment replacement outside scope. A reviewer can reject a persuasive page that hides the pending category or silently broadens the requested decision.

Reader: North Quay maintenance board.
Decision: authorize a follow-up review of 6 overdue records.
Packet: 47 inspections = 38 current + 6 overdue + 3 pending.
Deliverable: editable report with heading hierarchy and decision box.
Excluded: equipment replacement proposal; status guesses for pending.
Gate: reconcile counts and inspect rendered pages before release.

Performance and operating cost

Outlining costs one additional drafting pass, but reduces layout rework caused by late changes to purpose. For N records, count reconciliation is O(N) and should happen before the model writes conclusions. A short report still needs page-by-page inspection because one wrapped heading or clipped note can change the meaning of a decision box. Keep the prompt brief proportional to the decision; copying every raw record into the model can increase cost and exposure without improving the board's view.

Common Mistakes

Do not let the document's tone imply a decision beyond the authorized question.
Do not collapse pending validation into current or overdue.
Do not substitute a flattened page image for an editable report.

Connected lessons

prompt engineering

document delivery