Cheat Sheet
Reference
intermediate
This is your quick-reference card. Find the task you're doing, copy the template, and swap in the bits in [square brackets]. You can paste a document, email thread, or table after the prompt and say "here it is below."
For the principles behind these templates, see the Rules & Best Practices. When something goes sideways, the Troubleshooting Guide will help.
Writing & Email
| Task | Copy-paste template |
|---|---|
| Draft an email | Write a [formal/friendly] email to [recipient] about [topic]. Key points: [bullet 1], [bullet 2]. Keep it under [X] words. |
| Reply to a thread | Draft a reply to the email below. I want to [agree / push back politely / ask for an extension]. Match a professional but warm tone. [paste thread] |
| Soften a tough message | Rewrite this message so it stays firm but sounds less blunt. Keep the facts the same. [paste draft] |
| Chase a late reply | Write a short, polite follow-up email. This is my [first/second] reminder about [topic]. Don't sound annoyed. |
| Shorten something | Cut this down to [3 sentences / 100 words] without losing the main ask. [paste text] |
Improve the email below for clarity and tone. Audience: [internal team /
external client]. Keep my voice — don't make it robotic. [paste email]
Summarising & Reading
| Task | Copy-paste template |
|---|---|
| Summarise a long doc | Summarise the document below in [5 bullet points / one paragraph] for a [busy executive / new team member]. [paste or attach] |
| Pull out action items | List every action item, who owns it, and any deadlines mentioned in the notes below. Put it in a table. |
| Explain in plain English | Explain the section below as if I'm new to this topic. Define any jargon in one line. [paste text] |
| Compare two documents | Compare these two versions and list what changed, grouped by section. Highlight anything that affects [cost / scope / deadlines]. |
Data & Numbers
| Task | Copy-paste template |
|---|---|
| Interpret a table | Here's a table of [sales by month]. Tell me the top 3 things a manager should notice. [paste table] |
| Variance analysis | Compare budget vs actual in the table below. Flag any line where the gap is over [10%] and suggest what to ask about. |
| Build a spreadsheet formula | I'm in [Excel / Google Sheets]. Give me a formula that [adds column B only where column A says "Paid"]. Explain it in one line. |
| Spot outliers | Look at the numbers below and point out anything that looks unusual or worth double-checking. |
Always sanity-check AI maths against the source. AI can misread a column or invent a total — see Troubleshooting.
Meetings
| Task | Copy-paste template |
|---|---|
| Build an agenda | Create a [30-minute] agenda for a meeting about [topic] with [who's attending]. Include time slots and a clear goal for each item. |
| Prep talking points | I'm meeting [person/group] about [topic]. Give me 5 talking points and 3 questions they might ask, with short answers. |
| Write up notes | Turn my rough notes below into clean meeting minutes: decisions, actions (with owners), and next steps. [paste notes] |
| Draft a recap email | Write a short post-meeting recap email summarising what we agreed and who does what by when. |
| Prep for a tough conversation | Help me prepare for a [performance / budget] conversation with [person]. Suggest how to open, key points, and how to stay constructive. |
Project & Planning
| Task | Copy-paste template |
|---|---|
| Write a status report | Write a weekly status report for [project]. Sections: progress, blockers, next steps. Tone: confident but honest. Here's what happened: [details] |
| Break down a big task | Break this goal into a step-by-step plan with rough effort for each step: [goal]. Flag steps that depend on someone else. |
| Draft a risk register | List the top [5] risks for [project], how likely each is, the impact, and one mitigation per risk. Put it in a table. |
Research & Proposals
| Task | Copy-paste template |
|---|---|
| Frame a research question | I want to understand [topic] for [purpose]. Suggest 5 angles to investigate and what evidence would answer each. |
| Competitive snapshot | Compare [our product] and [competitor] across [price, features, support] in a table. Mark where you're unsure so I can verify. |
| Draft a proposal | Write a proposal for [client] offering [solution]. Sections: problem, approach, benefits, next steps. Persuasive but not pushy. |
| Fact-check a claim | Is this statement accurate? If you're not certain, say so and tell me how I could check it myself: [claim] |
AI can sound confident while being wrong (a "hallucination" — a made-up but plausible answer). Treat research output as a draft to verify, never a final source.
Five fixes when output disappoints
| Problem | Quick fix to paste |
|---|---|
| Too generic | Make this specific to [my industry / this exact situation]. Add concrete examples. |
| Too long | Cut this in half. Keep only what a [busy reader] needs. |
| Wrong tone | Redo this in a [more formal / warmer / more direct] tone. |
| Missed the point | That's not quite it. The real goal is [X]. Try again. |
| Needs your voice | Rewrite this to sound like me: [plain, no buzzwords, short sentences]. |
A safe-sharing reminder
Before you paste anything into an AI tool, ask: would I be comfortable if this left the building? Don't share confidential client data, personal information, or anything your organisation classifies as restricted. When in doubt, anonymise it first (swap real names for "Client A") or check the Governance Quick Reference.
Two habits that make every template better
- Give context first. Say who you are, who the output is for, and why it matters. One sentence of context beats three rounds of corrections.
- Iterate, don't restart. If the first answer is 80% right, ask for tweaks ("shorten the intro," "add a line about budget") rather than rewriting the prompt.
You don't need to memorise any of this. Bookmark the page, grab the template you need, and let the AI do the heavy lifting while you stay in control. To pick the best tool for each task, see the Tool Comparison.