Office Staff Prompt Library

Documentation & Filing

1. "Create a filing system structure for [project name] that includes folders for: permits, submittals, RFIs, change orders, invoices, insurance certs, and closeout docs. Include naming conventions and version control rules."
2. "I have these messy field notes: [paste notes]. Convert them into a professional transmittal letter sending [documents] to [recipient], including reference numbers, due dates, and required action items."
3. "Review this RFI log: [paste data]. Identify any RFIs over [number] days old without responses, flag priority issues, and draft follow-up emails to the responsible parties."
4. "Build a submittal tracking template that captures: submittal number, description, spec section, required by date, submitted date, reviewer, status, and resubmittal requirements. Make it easy to filter and sort."

Invoicing & Payment Processing

5. "Review this contractor invoice for [amount]: [paste line items]. Cross-check against our purchase order [number] and approved change orders. Flag any discrepancies, missing backup, or items that need clarification before payment."
6. "Create a payment application cover sheet for Period [number] ending [date]. Include current work completed, stored materials, previous payments, retention held, and amount due. Show all calculations clearly."
7. "We're behind on processing [number] invoices. Build a priority system based on: payment terms, vendor relationships, late fees, project urgency. Give me a daily processing schedule to catch up in [timeframe]."
8. "Turn this approved timesheet data into a billing-ready format: [paste hours]. Calculate extended costs, add burden rates of [percentage], separate by cost code, and format for invoice submission to [client]."

Compliance & Permits

9. "Track permit status for [project name]. We need: [list permit types]. Create a checklist showing: application date, submittal requirements, fees paid, expected approval date, actual approval date, and renewal requirements."
10. "We're missing [documents] from [subcontractor]. Draft a professional but firm email requesting: current insurance certificate, updated W9, signed subcontract, and safety orientation completion. Set a deadline of [date]."
11. "Review these insurance certificates: [list details]. Verify coverage amounts meet contract requirements of [amounts], check expiration dates, confirm we're listed as additional insured, and flag any deficiencies."

Communication & Coordination

12. "Draft meeting minutes from these notes: [paste rough notes]. Format with: attendees, decisions made, action items with owners and due dates, open issues, and next meeting date. Keep it scannable with bullets."
13. "I need to send a project update to [stakeholders]. Key points: [list updates, issues, schedule impacts]. Write a clear email that informs without alarming, requests decisions where needed, and sets expectations."
14. "Create a weekly report template for the owner showing: work completed this week, planned work next week, RFI status, change order status, budget update, schedule status, and issues requiring owner attention."

Schedule & Meeting Management

15. "Coordinate a pre-construction meeting for [date range]. Attendees include: [list]. Draft an invitation with agenda covering: introductions, scope review, schedule, submittals, RFIs, change orders, invoicing, safety, and site logistics."
16. "Build a master submittal schedule for [project phase]. Based on the construction schedule showing [milestones], calculate backward from install dates to determine: submittal due dates, review periods, procurement lead times, and delivery dates."

Change Order & Cost Tracking

17. "Process this change order request: [paste details]. Create a tracking entry with: CO number, description, reason, cost breakdown, schedule impact, approval status, and required signatures. Format for management review."
18. "Compare these actual costs to budget: [paste data]. Calculate variance by cost code, identify items over budget, project final costs based on percent complete, and flag where we need immediate corrective action."

Vendor & Subcontractor Management

19. "Create a qualified vendor list for [trade/material]. Include: company name, contact info, insurance status, past project performance, pricing level, payment terms, and special capabilities. Make it filterable by specialty."
20. "We need quotes for [scope of work] by [date]. Draft a request for quote that includes: project details, scope description, schedule requirements, insurance needs, payment terms, quote format requirements, and submission deadline."