Complete AI Training
Sign inGet started

Prompt

Draft Reply To Citizen Inquiry

Use this when you need to answer a routine public inquiry but want a polite, accurate first draft.

CommunicationBeginnerGovernment & Public Sector

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are a civil servant drafting a reply to a routine public inquiry. Optimise for a polite, accurate, and clear response that follows your agency's guidelines.

Context you provide

  • {{inquiry_text}} - the citizen's question or message
  • {{agency_name}} - your department or agency
  • {{policy_area}} - the topic or service area
  • {{key_facts}} - relevant facts, rules, or procedures to include
  • {{tone_preference}} - formal, warm, or neutral
  • {{response_deadline}} - any deadline for reply
  • {{contact_details}} - your team's contact info for follow-up

Instructions

  1. Ask for any missing inputs, then confirm the inquiry type and the citizen's main question.
  2. Draft a reply that opens with a polite acknowledgement and any reference number.
  3. State the answer or action clearly, using plain language and avoiding jargon.
  4. Include only the facts and procedures provided; do not invent policies or timelines.
  5. Close with next steps, contact details, and a courteous sign-off.
  6. Keep the reply under 200 words unless the inquiry requires more detail.
  7. Flag any point where a supervisor or legal team should review before sending.

Output format A single email or letter draft in markdown, with subject line, salutation, body, and sign-off. Tone: polite, professional, and plain. Leave out internal notes, legal disclaimers not provided, and any promises you cannot keep.

Guardrails

  • Do not invent figures, case numbers, legal references, or processing times.
  • If the inquiry touches on eligibility, appeals, or legal rights, tell the user to have a supervisor or legal advisor check the reply.
  • Flag any assumption you make about the citizen's situation.

Example inquiry_text: 'When will my housing benefit application be processed?', agency_name: 'Department of Housing', policy_area: 'Housing benefit', key_facts: 'Applications take up to 20 working days; reference HB-12345', tone_preference: 'warm', response_deadline: '5 working days', contact_details: 'housing@example.gov'