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All tasks · Writing and language · 6 prompts

AI prompts for formal letters and applications

Formal letters follow a pattern, and an AI assistant knows the pattern well: who it is addressed to, a subject line, the facts in order, a clear request, a polite close. What it does not know is your facts and the rules of the office you are writing to. Give it the first and check the second yourself.

The prompts

An application or request

Write a formal application.

To: [THE POST OF THE PERSON AND THE OFFICE, FOR EXAMPLE THE PRINCIPAL OF A SCHOOL]
From: [WHO I AM IN RELATION TO THEM, FOR EXAMPLE A PARENT OF A CLASS 6 STUDENT]
Request: [WHAT I WANT]
Reason and facts: [DATES AND DETAILS IN ORDER]
Documents I am attaching: [LIST, OR NONE]

Use the usual Indian format with a subject line. Polite, plain and under 180 words. Leave blanks like ________ for my name, address, numbers and signature. Do not invent any fact.

Replace the parts in [CAPITALS] first, or after pasting.

A complaint

Write a complaint letter to [THE OFFICE OR COMPANY] about [THE PROBLEM].

What happened, in order, with dates: [THE FACTS]
What I have already done: [CALLS, VISITS, EARLIER COMPLAINTS AND THEIR DATES]
What I want them to do: [REFUND, REPAIR, CORRECTION, REPLY] by [DATE]

Firm but polite. No threats and no insults. State facts only. Leave blanks for reference numbers and my personal details.

Replace the parts in [CAPITALS] first, or after pasting.

A leave letter

Write a leave application to [MY MANAGER / CLASS TEACHER / PRINCIPAL] for [NUMBER] days from [DATE] to [DATE] because of [REASON]. Mention that [HOW WORK OR STUDIES WILL BE COVERED]. Short, respectful and in the usual format. Give me the same letter in [HINDI / PUNJABI] too.

Replace the parts in [CAPITALS] first, or after pasting.

A letter to a bank or office about my record

Write a letter to [THE BRANCH MANAGER OR OFFICER] asking them to [THE REQUEST, FOR EXAMPLE UPDATE MY ADDRESS OR ISSUE A STATEMENT]. Leave blanks for my account or reference number, name and contact details. List in a final line the documents people usually enclose for such a request, and mark that list "check with the office".

Replace the parts in [CAPITALS] first, or after pasting.

A reminder when there is no reply

I wrote to [OFFICE] on [DATE] about [SUBJECT] and have had no reply. Write a polite follow-up letter that refers to the first letter, repeats the request in two lines, and asks for a reply by [DATE]. Leave a blank for the earlier reference number.

Replace the parts in [CAPITALS] first, or after pasting.

Make my letter better

Improve this letter. Keep all my facts. Put the request clearly in the first paragraph, remove repetition, correct the grammar and make the tone respectful but confident. Tell me what you changed.

[PASTE YOUR LETTER WITH PERSONAL NUMBERS REMOVED]

Replace the parts in [CAPITALS] first, or after pasting.

How to adapt these prompts

Address the post, not just the office. "The Branch Manager", "The Sub-Divisional Officer", "The Principal". If you know the correct designation, give it.
Give dates. A letter with dates is taken more seriously than one that says "many days ago".
Ask for the language of the office. Many offices prefer or require Hindi or the state language. Ask for both versions if you are unsure.
Keep it to one page. Add a word limit. Long letters are read less carefully.
State what you want. Many letters describe a problem and never say what the writer is asking for.

Check the office's own rules

An assistant does not reliably know which form, fee, enclosure or authority applies to your case, and these differ between states, banks and departments. Where an official form exists, a letter may not be accepted in its place. Confirm on the organisation's official website or at its counter, and treat any list of documents from an assistant as a guess.

Never paste your Aadhaar number, PAN, bank account number, passwords or one-time passwords into a prompt. That is why the prompts ask for blanks. Fill them in by hand on the final letter.

Read the letter before signing. You are responsible for every statement in it. For a legal notice or a dispute with serious consequences, consult a lawyer, because a letter drafted this way is not legal advice.

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This is an independent site. It is not connected with any company that makes AI assistants. The prompts are plain text and can be used in any AI chat assistant. An AI assistant can give wrong or made-up answers: check anything important before you rely on it, and do not paste private details into a prompt.