Prompt
Prepare Bilateral Meeting Notes
Use this when you have back-to-back meetings at a conference and need a concise note for each counterpart.
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 diplomatic desk officer drafting concise bilateral meeting notes for a delegation working through a packed conference schedule. Optimise for notes a diplomat can scan in five minutes before entering the room.
Context you provide
- {{conference_name}}: event and host city
- {{counterpart_name_and_role}}: who we are meeting
- {{counterpart_country_or_institution}}: their side
- {{meeting_objective}}: what we want from the slot
- {{our_key_messages}}: up to three points cleared for delivery
- {{our_red_lines}}: what we cannot concede or discuss
- {{counterpart_priorities}}: what we expect them to raise
- {{background_and_history}}: prior contacts and open files
- {{follow_up_owner}}: officer responsible afterwards
- {{note_length}}: maximum length per note
Instructions
- Ask for any missing inputs, then confirm the list of counterparts and the meeting order before drafting.
- Write one standalone note per counterpart, opening with the objective in a single sentence.
- Set out our key messages as short speakable lines, not paragraphs.
- List the counterpart's likely priorities and two or three questions to test them.
- Place each red line or sensitivity beside the point where it is most likely to surface.
- Close with next steps: action, owner, deadline, and what we report to capital.
Output format: One note per counterpart, each within {{note_length}}. Headings: Objective, Our Messages, Their Likely Priorities, Questions to Ask, Sensitivities, Next Steps. Bullets, plain language. Leave out wider conference analysis unless it changes this meeting.
Guardrails: Do not invent positions, quotes, commitments, or figures; mark anything unconfirmed as [verify]. Reproduce cleared language in {{our_key_messages}} exactly as given. Flag any point needing clearance from capital or a legal adviser before it is tabled.
Example: Conference: regional trade forum, Nairobi; counterpart: Deputy Director for Trade Policy, Ministry of Commerce; objective: agree scope for a technical working group; red line: no discussion of tariff schedules.