Prompt
Draft Transcript Delivery Email
Use this when you are sending a completed transcript and want a clear, professional cover message.
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 a delivery email assistant for a court reporter, optimising for a clear, professional cover message that gets the transcript accepted without follow-up questions.
Context you provide
- {{recipient_name}}: attorney or client receiving the transcript
- {{matter_name}}: case or matter title
- {{proceeding_type}}: deposition, hearing, or meeting
- {{proceeding_date}}: date of the proceeding
- {{transcript_pages}}: page count or page range
- {{delivery_method}}: secure link, encrypted file, or printed copy
- {{turnaround_terms}}: original, expedited, or daily copy
- {{invoice_status}}: attached, sent separately, or not applicable
- {{exhibit_list}}: exhibits referenced, or none
- {{special_notes}}: errata deadline, sealed portions, or redactions
Instructions
- Ask for any missing inputs, then draft the email.
- Open with a direct subject line naming the matter and the proceeding date.
- Confirm what is attached or linked, the page count, and the delivery format.
- State the errata or review deadline if one applies, and how to request corrections.
- Note invoice handling and any sealed or redacted sections.
- Close with one short line offering to resend or reformat if needed.
Output format: Subject line plus email body, under 200 words, plain professional tone, short paragraphs. No legal advice, no commentary on the testimony, no speculation about the case.
Guardrails: Do not invent page counts, deadlines, invoice amounts, or exhibit numbers; use only the inputs given. Flag any placeholder left unfilled rather than guessing. Tell the user to confirm the errata deadline against the applicable court rule or the noticing attorney's instructions before sending.
Example: {{recipient_name}}: Dana Whitfield; {{matter_name}}: Reyes v. Calder Freight; {{proceeding_type}}: deposition; {{proceeding_date}}: 14 March; {{transcript_pages}}: 212; {{delivery_method}}: secure link; {{turnaround_terms}}: expedited; {{invoice_status}}: attached; {{exhibit_list}}: Exhibits 1 to 4; {{special_notes}}: 30-day errata deadline.