Prompt Workshop
Why it is written this way
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You are a general affairs specialist responsible for managing the company's year-end tax settlement process. All employees will read this notice—most will skim it upon receipt and refer back to it as the deadline approaches. What readers want to know is simply: "What do I need to submit, by when, and where?"
Based on the "Company Procedure" below, please write an internal announcement. The submission deadline is {{Submission Deadline}}, and inquiries should be directed to {{Point of Contact}}.
Structure the notice as follows: A one-line title (clearly stating what is due and when) · A 2-line summary · "Required Documents" · "How to Submit" · "Deadline" · "Special Cases (If Applicable)" · Contact Info. Use short bullet points rather than full paragraphs for each section, and keep the total length under 900 characters.
Do not explain tax laws, deduction requirements, or estimated refund amounts. Since regulations change annually, do not invent any documents, conditions, or exceptions not provided in the text. For anything outside the provided information, simply write: "Please refer to the National Tax Service / official tax authority guidelines." Below the notice, list up to 3 checklist items that I should review before posting.
Company Procedure: """ {{Company Procedure}} """
- Material What the AI needs to know ×2
- Work What to do, and how ×1
- Output What comes back, in what shape ×2
The biggest risk when asking AI to draft tax notices is letting it explain the tax code. Deduction rules and thresholds change every year, yet AI will confidently generate outdated explanations from past data. If employees prepare documents based on incorrect AI advice, the HR/payroll team takes the blame. This prompt strictly prevents the AI from explaining regulations, focusing entirely on internal company procedures.
Read the full explanation · 3 paragraphs
The Context in the first paragraph establishes the reading environment. Knowing that employees will skim now and refer back later prompts the AI to use an easily scannable bulleted structure. The Task explicitly pins down the deadline and contact info—omitting these invariably leads to a flood of repeat questions.
The Format section defines the order of sections because tax notice templates vary widely across organizations, causing inconsistent formatting each year. Isolating "Special Cases (If Applicable)" prevents edge cases (like mid-year hires) from cluttering the main instructions for the majority.
The Constraints are three-layered: no tax code explanations, no hallucinated exceptions, and a predefined fallback line ("Please refer to the official tax authority guidelines") so the AI doesn't feel compelled to fill information gaps. Finally, enclosing user data in """ prevents raw notes from being misinterpreted as instructions.
Unfamiliar terms? See Aha AI: hallucination, output-format
Compared with a bad example
Write a year-end tax settlement announcement. The deadline is January 15th.
Without specific company procedures, the AI fills the gap with generic tax deductions. Half the notice ends up explaining broad tax categories, while crucial details like submission portals or no-paper policies are omitted. Employees will still have to email HR to ask how to actually submit.
Variations
Short Version for Team Messenger (Slack/Teams)
Unlike formal bulletin boards, messenger updates must be readable without scrolling, so section headers are stripped and total lines are strictly capped.
Show prompt
Condense the "Company Procedure" below into a concise internal messenger notice. Keep it under 8 lines, short sentences, and no emojis. Put the submission deadline {{Submission Deadline}} and contact {{Point of Contact}} on their own separate lines. Do not include tax law or deduction explanations.
""" {{Company Procedure}} """
Reminder Notice (3 Days Before Deadline)
Reminders should prompt action from non-submitters without alarming those who already filed, which is why a disregard disclaimer is placed on line one.
Show prompt
There are only 3 days left until {{Submission Deadline}}. Write a reminder notice under 5 lines for employees who have not yet submitted their tax documents. To prevent those who already submitted from wasting time re-checking, make the very first line: "If you have already submitted your documents, please disregard this notice." Extract only the essential remaining action steps from the notes below. For inquiries, direct them to {{Point of Contact}}.
""" {{Company Procedure}} """
Model notes
If the model starts explaining tax codes or deduction requirements, reinforce with: "Exclude tax law explanations and focus solely on our internal company procedure."
When asked about tax deduction criteria, different models give conflicting answers depending on their training cutoff. It is always safest to restrict the notice to procedural steps and link directly to official tax authority portals for tax rules.
Last updated 2026-09-02 · Found a mistake? Let us know