AI Prompts for Government

You are a city clerk's assistant responsible for creating clear, accessible public summaries. I will provide the full text of a recent city council meeting's minutes. Your task is to produce a 250-word summary suitable for posting on the city website's news section. Focus on the key decisions made, motions passed, and major topics discussed. Omit procedural details like roll calls unless essential. Write in plain, accessible language (8th-grade reading level). Structure the output with a clear headline and 3-4 short paragraphs. Do not interpret or add opinions; stick strictly to the facts presented in the minutes.

Act as a public information officer for a mid-sized city. Draft a 400-word press release about a new city initiative called '[[Initiative Name]]'. The goal of the initiative is '[[briefly state goal, e.g., to improve recycling rates by 20%]]'. It will launch on '[[Date]]' and involve '[brief description of activities, e.g., new curbside bins and a public education campaign]'. Include a compelling headline, a dateline for '[[City Name]], [[State]]', and an introductory paragraph summarizing the key information. Add a quote from '[[Official's Title, e.g., Mayor Jane Doe]]' explaining the benefit to residents. End with a boilerplate 'About the City of [[City Name]]' section and contact information for the media. Quote for Mayor Jane Doe to use: '[[Insert quote text here]]'.

Your role is to translate complex legal and bureaucratic language into plain English for the public. I will paste a section from our city's municipal code regarding '[[Topic, e.g., residential parking permits]]'. Your task is to rewrite this section as a simple FAQ for the city website. Create 5-7 clear questions and answers that a resident would likely ask. For example: 'Who is eligible for a permit?', 'How much does it cost?', 'How do I apply?'. Maintain complete accuracy regarding the rules, but use simple, direct language. Avoid jargon. The output should be formatted as a list of questions and answers.

You are the social media manager for the City of [[City Name]]. Create a series of social media posts to promote our annual '[[Event Name]]' which is happening on '[[Date]]' from '[[Time]]' at '[[Location]]'. Generate the following: 1. A post for X (formerly Twitter): Under 280 characters, with relevant hashtags like #[[CityName]]Events and #[[EventName]]. 2. A post for Facebook: Around 100 words, more descriptive, encouraging RSVPs or shares. 3. A post for Instagram: A caption to go with a photo, focusing on the visual and experiential aspects of the event. Suggest 3-5 relevant hashtags. All posts should be friendly, engaging, and include the essential event details.

Draft a formal but helpful boilerplate email template for acknowledging receipt of a Freedom of Information Act (FOIA) or Public Records Act request. The template should: 1. Acknowledge receipt of the request submitted on [[Date]]. 2. State the request has been assigned tracking number [[Tracking #]]. 3. Inform the requester of the statutory deadline for a response under [[State/Federal Law Name, e.g., 'the Illinois FOIA']], which is [[Number]] business days. 4. Briefly explain the next steps (e.g., 'Our office will now search for responsive records...'). 5. Provide contact information for the public records officer. The tone should be professional, transparent, and compliant with legal requirements.

Act as a senior procurement analyst. I am preparing a Request for Proposal (RFP) for '[[Product/Service, e.g., a new cloud-based payroll system]]'. Generate a list of 10-15 objective evaluation criteria to assess vendor proposals. Group them into logical categories like 'Technical Capabilities,' 'Company Viability & Experience,' 'Security & Compliance,' and 'Pricing Structure.' For each criterion, phrase it as a clear, measurable standard. Example: Instead of 'Good support,' use 'Availability of 24/7 technical support via phone and email with a guaranteed response time of less than 4 hours'.

I need to draft a preliminary Scope of Work (SOW) for a project to '[[Project Goal, e.g., replace the city's 311 CRM software]]'. Create an SOW template with the following sections: 1. Project Background & Objectives 2. Scope of Services (list of key deliverables) 3. Key Tasks & Responsibilities (for both the vendor and the city) 4. Project Timeline & Key Milestones 5. Technical Requirements 6. Reporting Requirements Under each section, provide 3-5 bullet points of generic, placeholder text that I can later customize. This is for initial structure only.

[WARNING: ONLY FOR USE IN SECURE, AGENCY-APPROVED AI ENVIRONMENTS] I am uploading a lengthy document which is a vendor's technical whitepaper for a software solution. The document is [[Number]] pages long. Provide a structured summary covering the following points in a bulleted list: - Core problem the product claims to solve. - Key features and functionalities. - Stated security and compliance certifications (e.g., FedRAMP, StateRAMP, SOC 2). - Integration capabilities with other systems. - Data hosting and processing architecture. The summary should be factual and extract only the information present in the document.

Perform market research on the product category of '[Product Category, e.g., electric fleet management software for municipalities]'. Identify and list: 1. The top 5-7 leading vendors in this space. 2. The typical pricing models (e.g., per-vehicle, per-user, subscription). 3. Common features offered by these solutions. 4. Key trends in this market for government customers as of late 2026. Present the information in a concise, bulleted format suitable for an internal briefing memo.

I will provide a standard legal clause from a government contract. Your task is to explain it in simple, plain language for a non-lawyer project manager. Clause to explain: '[Paste standard indemnification or limitation of liability clause here]' Provide a one-paragraph explanation of what this clause means, what it protects the city from, and what the key obligations are for the vendor. Do not provide legal advice, only a simplified explanation of the text.

You are an HR specialist for a public agency. Draft a comprehensive job description for the role of '[[Job Title, e.g., Senior Planner]]' in the '[[Department, e.g., Planning and Development]]'. The description must include these sections: - Job Summary (a brief, engaging overview) - Essential Duties and Responsibilities (bulleted list) - Required Qualifications (education, experience, certifications) - Preferred Qualifications - Physical Demands & Work Environment - An Equal Opportunity Employer (EEO) statement. Ensure the language is inclusive and avoids jargon. Base the duties on typical responsibilities for this role in a municipal government setting.

Create a list of 10 behavioral interview questions for the position of '[[Job Title, e.g., Grants Coordinator]]'. The questions should be designed to assess skills like attention to detail, project management, communication, and problem-solving. Use the STAR method format (Situation, Task, Action, Result) in your question framing. For example: 'Tell me about a time you had to manage multiple competing grant deadlines. How did you prioritize your tasks, and what was the outcome?'

I need to announce an update to our '[[Policy Name, e.g., Remote Work Policy]]' to all staff. I will provide the dense, formal policy text. Your task is to draft a clear, friendly all-staff email that summarizes the key changes. The email should: 1. Have a clear subject line. 2. Briefly state what is changing and why. 3. Use a bulleted list to highlight the 3-4 most important updates for employees. 4. Direct employees to the full policy document for details. 5. State when the new policy takes effect. The tone should be informative and positive.

Generate a detailed 30-day onboarding checklist for a new employee in a generic government office role. Organize the checklist by week (Week 1, Week 2, Weeks 3-4). Include tasks for the employee, their manager, and the HR department. Topics to cover: - Pre-arrival (IT setup, desk prep) - Day 1 (welcome, paperwork, building tour) - Week 1 (team intros, core systems training, initial project assignment) - First 30 Days (policy reviews, regular check-ins, understanding performance goals)

Draft a 150-word internal announcement for a city-wide intranet, congratulating '[[Employee Name]]' on their promotion to '[[New Job Title]]' in the '[[Department]]'. The announcement should: - Mention their previous role and years of service. - Briefly highlight 1-2 key accomplishments. - Include a short, positive quote from their new department head, '[[Department Head Name]]'. - State the effective date of the promotion. The tone should be celebratory and professional.

Create a simple checklist for a homeowner applying for a '[[Permit Type, e.g., Residential Fence Permit]]'. The goal is to help them gather all necessary documents before submitting their application. The checklist should be a bulleted list including items like: - Completed Application Form - Site Plan (with specific requirements like property lines and dimensions) - Proof of Ownership - Application Fee - Contractor Information (if applicable) For each item, add a one-sentence explanation of what is required.

Rewrite the following standard code violation text to be clearer and less intimidating for a resident. The goal is to encourage compliance, not to be punitive. Original Text: '[Paste formal, legalistic violation text here, e.g., 'Pursuant to Municipal Code 17.5.3, the property at the aforementioned address is in violation due to an unpermitted structure...']' New Version: Create a section titled 'What this notice means' that explains the problem in simple terms (e.g., 'Our records show a shed was built in your backyard without a required permit.'). Also create a section titled 'How to resolve this' with clear, actionable steps and a deadline.

You are a constituent services specialist. Draft three email templates for responding to common citizen inquiries. 1. **Request Acknowledged:** A template to confirm receipt of a non-urgent request (e.g., a pothole report) and inform them it has been routed to the correct department. 2. **Status Update:** A template to provide a progress update on a more complex case, even if there is no final resolution yet. 3. **Issue Resolved:** A template to close the loop and confirm that the reported issue has been addressed. All templates should be empathetic, professional, and provide a reference number for the citizen's inquiry.

A resident wants to know what 'R-1 Single-Family Residential' zoning means. Explain this zoning designation in simple terms, as if you were speaking to them at a public counter. Cover the following points: - What is the primary use of land in this zone? (e.g., single-family homes) - Are there any other allowed uses? (e.g., parks, schools) - What are the key restrictions? (e.g., one main house per lot, setback requirements) - Where can they find the full official code? Keep the explanation under 200 words.

Our city is launching a campaign to educate the public about '[[Topic, e.g., new water conservation rules]]'. Brainstorm a list of 10 creative and practical outreach tactics to reach a diverse audience. Think beyond just a press release. Include a mix of digital and physical ideas, such as: - Social media campaign elements - Partnerships with local organizations - Direct mail ideas - In-person events - Content for the city website

I need to create a 300-word narrative summary of the city's newly approved annual budget for a presentation to a citizens' group. Total budget: '[[Total $]]' Key allocations: - Public Safety: '[[% or $]]' - Public Works: '[[% or $]]' - Parks & Recreation: '[[% or $]]' Draft a summary that explains the budget in an accessible way. Highlight 1-2 key new investments or changes from the previous year. Use analogies or simple comparisons to make the large numbers more understandable (e.g., 'This investment is equivalent to repaving X miles of city streets.').

I will paste the text of a federal grant announcement. Your task is to summarize it into a one-page briefing memo for internal department heads. The summary must extract the following key details: - Granting Agency & Program Name - Funding Amount Available - Application Deadline - Eligibility Requirements (who can apply) - Program Goals & Priorities - Match Requirements (if any) - Link to the full announcement Format the output with clear headings for each section.

Draft a justification narrative for a new budget request. The request is for '[[Amount, e.g., $50,000]]' to purchase '[[Item/Service, e.g., new cybersecurity software]]'. The narrative should be structured to answer the following questions: 1. **What is the problem?** (e.g., 'Our current software is outdated and no longer receives security updates.') 2. **How does this purchase solve the problem?** (e.g., 'The new software provides protection against modern ransomware threats.') 3. **What is the risk of not funding this request?** (e.g., 'A data breach could cost millions and compromise citizen data.') 4. **How was the cost determined?** (e.g., 'Based on quotes from three qualified vendors.')

Act as a finance director. A department has reported that its spending on '[[Expense Category, e.g., overtime pay]]' is 25% over budget for the quarter. Generate a list of 8-10 probing questions to ask the department head to understand the root cause of this variance. The questions should be neutral and fact-finding, not accusatory. Examples: - 'What were the primary drivers of overtime hours during this period?' - 'Was this variance caused by a single event or a consistent trend?' - 'How does this compare to the same quarter last year?'

Draft a short, clear explanation of our city's policy on '[[Policy, e.g., employee expense reimbursement]]' for a new employee handbook. The explanation should cover: - What types of expenses are reimbursable? - What is the process for submitting a reimbursement request? - What documentation is required (e.g., receipts)? - What is the deadline for submission after an expense is incurred? - Who should they contact with questions? Write in a simple, step-by-step format.

[[Paste list of grantees and project descriptions]]

Act as an expert grant writer. Using the following data points and a direct quote, write a 300-word needs statement for a food pantry program in our city. Emphasize the recent increase in demand and the impact on working families. Data Points: - 25% increase in pantry visits from 2024 to 2025. - 60% of new visitors are households with at least one working adult. - Local school district reports a 15% rise in students qualifying for free/reduced lunch. Quote: - "I work 40 hours a week, but by the end of the month, there's just not enough left for groceries. This pantry helps us make it through." - Maria, a program client.

Act as an expert grant writer for a nonprofit. Our organization, [[Your Organization's Name]], provides [[Your Service]] to [[Your Target Population]] in [[Your Location]]. Our project is [[Project Name]], which will [[Brief Project Description and Goal]]. The funder we are applying to is the [[Funder Name]]. Their stated priorities are [[Funder's Priorities]]. Using the following data points, draft a compelling 300-word needs statement for our grant proposal. The statement must connect the problem in our community directly to our proposed project and align with the funder's priorities. Data Points: - [[Statistic 1 about the problem, with source]] - [Statistic 2 about the target population's challenges, with source] - [[Anecdotal evidence or quote from a community member]] - [[Data point showing a gap in current services]]

Act as a city clerk's assistant. I am providing you with the full transcript of a 3-hour city council meeting. Your task is to produce a concise, neutral summary of the key decisions made and actions assigned. Structure your output into three sections: 1. **Motions Passed:** List each motion that was voted on and passed, including the final vote count. 2. **Motions Failed:** List each motion that was voted on and failed, including the final vote count. 3. **Action Items:** List all specific tasks assigned to city staff, noting the responsible person or department and the stated deadline. Do not include public commentary or general discussion. Focus only on the official actions and assignments. Here is the transcript: `[[Paste transcript here]]

Act as a public information officer for a county health department. Write a 150-word Public Service Announcement (PSA) for our social media channels about the availability of new mobile health clinic services. The key information to include is: - Service: Free health screenings and vaccinations. - Locations: Rotating between the public libraries in Town A, Town B, and Town C. - Schedule: Every Tuesday in Town A, Wednesday in Town B, and Thursday in Town C, from 10 AM to 4 PM. - Call to Action: Visit our website at [[website address]] or call 555-1234 to see the full schedule and list of services. The tone should be clear, welcoming, and easy to understand for a general audience.

**UNSAFE PROMPT (DO NOT DO THIS):** "Summarize this email from resident Jane Doe at 123 Oak Street, [email protected], about her complaint regarding her water bill (account #555-1234). Identify the key issues and draft a response." **SAFE PROMPT (Using an authorized tool like Gemini for Government):** "You are a customer service agent for a public utility. Write a template response to a resident who is complaining about a high water bill. Explain the common reasons for high usage, such as leaks or seasonal irrigation, and outline the steps they can take to investigate or dispute the charge. Do not use any personal information.

I'm preparing a brief on the history of our city's water management. Using only publicly available information from before 2024, please summarize the key milestones in the development of the municipal water system as described in historical archives and public records. List three major infrastructure projects and the decades they were completed in. Do not include any personal names or non-public operational data.

Act as an expert urban planner for the City of [[City Name]]. I am giving you the text of a new zoning ordinance amendment below. My goal is to understand its practical impact on mixed-use development in the downtown B-2 zone. Read the entire text provided and then perform the following tasks: 1. Provide a one-paragraph summary of the amendment's primary purpose. 2. List the top 5 most significant changes for a developer proposing a 5-story mixed-use project with ground-floor retail and apartments above. For each change, specify the old rule and the new rule. 3. Identify any new parking requirement calculations. 4. Extract any clauses related to open space requirements, public art fees, or affordable housing contributions. 5. List any sections that appear ambiguous or may conflict with other existing regulations you are aware of. [[Paste the full text of the zoning ordinance amendment here]]

You are an AI assistant for a city manager. Your task is to summarize the following transcript of the City Council meeting held on September 2, 2026. Your summary must be 300 words or less and follow this structure: 1. **Key Decisions Made:** (List any motions passed or formal decisions). 2. **Major Topics of Discussion:** (List the 2-3 main issues debated). 3. **Public Comment Summary:** (Summarize the main themes from public testimony). 4. **Action Items:** (List any specific follow-up tasks assigned to city staff). Here is the transcript: [[Paste meeting transcript here]]