I built 30 ChatGPT prompts specifically for office/admin work - here are 6 free ones that produce send-ready output

Most prompt guides are built for marketers or developers. These are for the corporate admin tasks that actually eat your day.

1. Overdue Follow-Up

"You are drafting a follow-up email on behalf of [EXECUTIVE NAME], [TITLE] at [COMPANY]. STEP 1 — CONTEXT: Following up with: [NAME, TITLE, COMPANY] Original ask or expected deliverable: [WHAT WAS PROMISED OR EXPECTED] When it was due or last discussed: [DATE] Previous follow-up attempts: [0 / 1 / 2+ — include dates if relevant] What happens if this stays unresolved: [BUSINESS IMPACT — be specific] Urgency level: [low / medium / high / critical — affects tone] Relationship sensitivity: [senior stakeholder / peer / junior contact / external vendor] STEP 2 — TONE CALIBRATION BY URGENCY: - Low: friendly reminder, light touch - Medium: reference the gap clearly, propose a specific next step - High: name the impact, request a response by a specific date - Critical: state the consequence plainly, one clear escalation path if no response HARD CONSTRAINTS: - Never open with "I wanted to follow up" or "Just checking in" or "Hope you're well" - Open with a direct reference to the outstanding item and its original context - Offer exactly ONE easy next step — a yes/no question, a 15-min call, or a specific date to respond by - Do not send an email that requires more than one decision from the reader - Maximum 3 short paragraphs - Never use the word "just" (minimizes the ask) - Never use "per my previous email" (sounds hostile) QUALITY CHECK before outputting: ✓ Does the opening sentence immediately establish what this is about? ✓ Is there one clear action the recipient needs to take? ✓ Is the impact stated without sounding threatening? ✓ Is it under 120 words? Sign off as [EA NAME], on behalf of [EXECUTIVE NAME]. Output final email only."

2. Post-Meeting Action Items Summary

"You are an experienced EA processing meeting notes into a professional post-meeting summary. MEETING METADATA: Meeting title: [TITLE] Date: [DATE] Attendees: [NAMES AND ROLES] Facilitator: [NAME] RAW NOTES: [PASTE YOUR FULL MEETING NOTES HERE — include everything, even if messy] PROCESSING INSTRUCTIONS: 1. Read all notes before outputting anything 2. Identify: decisions made, actions assigned, questions unresolved, and items parked 3. Infer action owners from context — if unclear, flag with [OWNER TBD] 4. If no due date was stated, assign a reasonable default based on urgency and flag with [suggested] OUTPUT FORMAT — produce in this exact structure: MEETING SUMMARY — [TITLE] — [DATE] WHAT WAS DECIDED [Bullet list. Decisions only. Past tense. Each one a complete, unambiguous statement.] ACTION ITEMS | Action | Owner | Due Date | Priority | |--------|-------|----------|----------| [Complete the table. Priority = High / Medium / Low. Flag suggested dates.] OPEN QUESTIONS / PARKED ITEMS [Items raised but not resolved. Include who is responsible for resolving each.] NEXT MEETING Suggested focus: [based on what remains unresolved] Suggested date: [based on action item timelines — flag as [suggested]] HARD CONSTRAINTS: - Decisions must be written as definitive statements, not "we discussed whether to..." - Action items must be specific enough that the owner knows exactly what to do without asking - Do not include opinions or commentary — factual record only - If a critical decision was made verbally but unclearly, flag it: [DECISION NEEDS CONFIRMATION FROM [NAME]] - Summary section: 5 sentences maximum QUALITY CHECK: ✓ Can someone who wasn't at the meeting understand every action item? ✓ Is every decision stated as a fact, not a discussion point? ✓ Are all owners named? Output the complete summary. Ready to distribute."

3. Ground Transportation Coordination

"You are [EA NAME], coordinating ground transportation for [EXECUTIVE NAME]'s trip to [CITY] with [CAR SERVICE COMPANY NAME]. TRIP TRANSPORT REQUIREMENTS: [List each pickup in this format — add as many rows as needed:] Pickup 1: [DATE] | [TIME] | From: [FULL ADDRESS] | To: [FULL ADDRESS] | Notes: [any specific instructions] Pickup 2: [DATE] | [TIME] | From: [FULL ADDRESS] | To: [FULL ADDRESS] | Notes: [e.g., flight arrival — Flight [#], Terminal [X]] [Continue for all pickups] Final airport drop-off: [DATE] | Must arrive at airport by: [TIME] | Flight: [AIRLINE, FLIGHT #, TERMINAL] EXECUTIVE PREFERENCES (include in email): - Vehicle type: [e.g., full-size SUV / executive sedan] - In-car preferences: [e.g., quiet ride preferred, no phone calls, climate set to X, water provided] - How to reach exec on the day: [EXEC MOBILE] EMAIL REQUIREMENTS: - Reproduce all pickups in a clear table within the email - Request written confirmation of each booking with confirmation numbers - Request that driver name and vehicle plate be texted to [EXEC MOBILE] 60 minutes before each pickup - State that [EA NAME] is the coordination contact for any changes: [EA EMAIL, EA MOBILE] - Request that any schedule disruption (traffic, delay) be called to [EA MOBILE] first — not to the executive - State billing arrangement: [company account [ACCOUNT #] / credit card on file / invoice to [BILLING EMAIL]] - Response required by: [DATE/TIME] HARD CONSTRAINTS: - Every address must be the full street address, not just a venue name - Flight arrival pickups must include: flight number, airline, terminal, and the note "please monitor flight status" - The email must make clear who the primary contact is and that all disruption comms go through EA, not exec - Under 250 words excluding the table Output the complete email only."

4. Company-Wide Internal Announcement

"You are drafting an internal company announcement for [COMPANY NAME]. ANNOUNCEMENT DETAILS: Type: [policy change / leadership change / restructure / office update / system change / event / other: SPECIFY] What is changing or happening: [FACTUAL, SPECIFIC DESCRIPTION — be precise] Effective date: [DATE] Who is affected: [all staff / [DEPARTMENT] only / [LOCATION] only] Why this change is happening (what to share publicly): [REASON — or "no explanation required"] What employees must do as a result: [SPECIFIC ACTIONS — or "no action required from employees"] What employees might worry about (pre-empt with facts): [CONCERN 1: answer. CONCERN 2: answer] Who to contact with questions: [NAME, EMAIL or shared inbox] Is there a more detailed FAQ or document? [YES: [LINK or "to be distributed separately"] / NO] TONE CALIBRATION: Is this good news, neutral news, or difficult news? [SELECT] If difficult: acknowledge the impact honestly — employees can tell when management is spinning If good: genuine enthusiasm is fine, but don't oversell HARD CONSTRAINTS: - Lead with the news in the first sentence — do not use a preamble paragraph to "set context" - Do not use: "We are excited to announce", "In an effort to", "As we continue to evolve", "Going forward" — these are spin phrases that erode credibility - If action is required: put it in a clearly labeled section or bold line — do not bury it in a paragraph - Pre-empt the top 2 employee concerns with facts — don't leave questions that create anxiety - End with a specific contact name and method — not "feel free to reach out to HR" - Signed from: [NAME, TITLE] or [Team Name] — choose whoever has most credibility for this message QUALITY CHECK: ✓ Does someone reading this know exactly what is changing, when, and what they need to do? ✓ Does it address the likely "what does this mean for me?" question? Output the final announcement."

5. Redirecting an Out-of-Process Compensation Request

"You are drafting a response to an employee who has contacted [EXECUTIVE NAME] directly regarding [salary / bonus / promotion / compensation review — select]. CONTEXT: Employee name: [NAME — use "the employee" if maximum discretion required] What they asked or raised: [BRIEF DESCRIPTION — be factual, not judgmental] Why we are not engaging at exec level: [REAL REASON — e.g., formal review cycle, HR process, timing, org policy] The correct channel or process: [DESCRIBE SPECIFICALLY — who to contact, what form to submit, what timeline to expect] Is there anything genuine to acknowledge? [e.g., upcoming review cycle, their tenure value — or "none appropriate at this time"] Can we offer any timeline transparency? [e.g., "reviews happen in [MONTH]" — or "no, policy is not to discuss outside formal process"] Writing as: [EA NAME] on behalf of [EXECUTIVE NAME] / or direct from [HR CONTACT NAME] HARD CONSTRAINTS: - Do not acknowledge any specific compensation figure, comparison, or commitment - Do not validate the approach of going directly to the executive — but do not punish it either - Acknowledge the employee's intent positively (it takes nerve to raise this) before redirecting - Name the correct process specifically — "speak to HR" is not enough; give them a name, email, or next step - If a review cycle is coming: mention it only if you are certain of the timing - Do not say "I understand your frustration" — it's presumptuous and may not be accurate - Do not apologize for the process — explain it as a fair and consistent structure - Maximum 3 paragraphs. Every word earns its place. - Tone: warm, professional, clear — the employee should feel respected, not dismissed QUALITY CHECK: ✓ Has zero compensation information been confirmed, denied, or implied? ✓ Does the employee have a specific next step they can take? ✓ Would this response survive being shown to an employment lawyer? Output the final email only."

6. Sensitive Organizational Announcement

"You are helping draft a sensitive internal announcement for [COMPANY NAME]. IMPORTANT BEFORE STARTING: Has this been reviewed by legal and HR? [YES / NO] If NO: add [REQUIRES LEGAL AND HR REVIEW BEFORE DISTRIBUTION] at the top of every output section. ANNOUNCEMENT TYPE: [layoffs / leadership departure / restructure / acquisition / office closure / role eliminations / other: SPECIFY] FACTS (be precise — vagueness breeds rumor): What is happening: [FACTUAL DESCRIPTION] Who is affected: [ALL STAFF / [DEPARTMENT] / [X] roles / [LOCATION]] Effective date: [DATE] Number of people affected (if layoffs/restructure): [NUMBER or range] WHAT EMPLOYEES WILL IMMEDIATELY WANT TO KNOW: Is my job affected? → [Answer that can be given publicly] Why is this happening? → [What is approved to share] What happens next? → [Timeline, process, next communication] Where do I go with questions? → [NAME, EMAIL / town hall date / FAQ document] SUPPORT BEING PROVIDED (if applicable): [Severance details, outplacement support, EAP access, reference commitments — or "details will be shared individually with affected employees"] DELIVERY METHOD: [all-hands meeting / email / Slack / manager-led team conversations first / combination — specify sequence] SIGNED BY: [CEO / HR Director / [EXECUTIVE NAME] / "The Leadership Team"] HARD CONSTRAINTS: - The news must be stated in the first paragraph — not the third. Employees will not forgive being misled by a long preamble. - Do not use: "This was a difficult decision", "We don't take this lightly", "As we continue to grow", "Exciting new chapter", "Streamlining for the future" — these phrases are recognized as spin and they damage trust - If this involves layoffs: acknowledge the human impact directly and without softening language that erases it - Do not explain legal rationale in detail — one clear, honest sentence on the reason is enough - Flag any sentence that could create legal exposure with: [LEGAL REVIEW NEEDED: reason] - Every promise made in this document must be one you can keep — do not overpromise support - End with: next communication date, named contact, and (if appropriate) when individual conversations will occur QUALITY CHECK: ✓ If you were a nervous employee reading this, would you know exactly what is happening and what happens next? ✓ Does this read as honest leadership or as corporate damage control? ✓ Have all [LEGAL REVIEW NEEDED] flags been applied conservatively? Output the complete announcement + a list of all flagged items at the end."

Built 24 more covering travel logistics, onboarding, budget requests, and difficult stakeholder situations. Drop a comment if you want the full list.