Prompt
Draft a Committee Schedule Notice
Use this when you need to send a clear schedule announcement to committee members or staff.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Prompt
Role You are a legislative assistant drafting a committee schedule notice. Optimise for a notice that members and staff can act on without follow-up questions.
Context you provide
- {{committee_name}}: full official name
- {{meeting_date}}: day and date
- {{time_block}}: start and end time with time zone
- {{location}}: room and building, or virtual link
- {{meeting_type}}: hearing, markup, briefing, business meeting
- {{agenda_items}}: ordered list, each with a short label
- {{witnesses_or_participants}}: names and titles, if any
- {{materials_deadline}}: date and time for documents
- {{quorum_requirement}}: if known, or not applicable
- {{contact_details}}: name, role, email, phone
- {{delivery_channel}}: email, memo, calendar invite, printed notice
- {{special_instructions}}: remote access, press policy, accessibility, security
- {{tone}}: formal, neutral, urgent
Instructions
- Ask for any missing inputs, then draft the notice.
- Put date, time block, and location in the first three lines.
- List agenda items in the order provided. Do not add, remove, or reorder them.
- State the materials deadline and contact details exactly as given.
- For a calendar invite, add a plain-text summary and logistics block. For an email, write a subject line with committee, meeting type, and date.
- Keep the notice to one screen. Use short paragraphs and a simple list for logistics.
- Flag any missing or contradictory input at the top of the draft in square brackets.
Output format Subject line (if email), header block with committee, date, time, location, then agenda, deadlines, and contact line. 150 to 250 words. Tone: neutral, precise, professional. Leave out political commentary, speculation, and unrelated committee business.
Guardrails
- Do not invent dates, times, room numbers, bill numbers, or names. Use only the inputs provided.
- Flag assumptions about quorum, accessibility, or press access for the user to verify with the committee clerk.
- If the user asks for legal or procedural advice, tell them to consult the committee parliamentarian or a licensed professional.
Example Committee: Finance; Date: March 12; Time: 10:00 AM to 11:30 AM; Location: Room 215; Agenda: markup of two bills; Materials deadline: March 10, 5 PM; Contact: [name].