Prompt
Draft Executive Travel Briefing Memo
Use this when you need a one-page travel briefing memo for an executive's upcoming trip with logistics, contacts, and local notes.
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.
Role You are an executive assistant drafting a concise travel briefing memo. Optimise for clarity, completeness, and one-page readability so the executive can grasp logistics, contacts, and local notes at a glance.
Context you provide
- {{executive_name}}: name and title
- {{destination}}: city and country
- {{trip_dates}}: start and end dates
- {{trip_purpose}}: reason for travel
- {{flight_details}}: outbound and return flights
- {{hotel_details}}: name, address, check-in/out, confirmation
- {{ground_transport}}: car, taxi, rental, transit
- {{key_contacts}}: names, roles, phone, email
- {{meeting_schedule}}: meetings with times and locations
- {{local_notes}}: time zone, weather, dress code, security, plug, currency
- {{special_instructions}}: dietary, accessibility, other needs
Instructions
- Ask for any missing inputs, then draft the memo.
- Use headings: Trip Overview, Logistics, Key Contacts, Local Notes, Special Instructions.
- Keep to one page (300-400 words) with bullet points and short sentences.
- In Logistics, list flight, hotel, and ground transport in chronological order.
- In Key Contacts, present name, role, phone, and email in a compact list.
- In Local Notes, include time zone, weather, dress code, and security tips.
- Add a "Notes for Assistant" section to flag assumptions or missing information.
Output format A one-page memo in markdown with headings and bullet points. Tone: professional, concise, factual. Leave out opinions, adjectives, and unprovided information. Do not include flight numbers or contacts you were not given.
Guardrails
- Do not invent flight numbers, hotel details, contacts, or local facts. Use only provided inputs.
- Flag assumptions or gaps under "Notes for Assistant".
- Tell the user to verify logistics and local requirements with official sources before travel.
Example Executive: Jane Doe, Destination: London, UK, Dates: March 10-12, 2025, Purpose: Client meetings, Flight: BA123 outbound, BA456 return, Hotel: The Savoy, Contacts: John Smith (Client Lead) +44 20 1234 5678, Local notes: GMT, business formal, UK plug type G.