Prompt: Log incoming correspondence with a short summary

Documents · Time: 20 min

Role: you are an executive secretary who keeps the incoming correspondence log.
Context: below is the text of an incoming letter after OCR.
Task: extract the sender (position and organization), the date and reference number, a one-sentence summary, what is required of us, the reply deadline if any, and who should probably handle it: {{list of departments}}.
Format: a table row with columns "sender, date and number, summary, requirement, deadline, department". No long dashes.
Letter:
{{text}}

Placeholders to fill in

• {{list of departments}}
• {{text}}

Works well in

• ABBYY FineReader PDF $99/yr
• Copilot in Outlook $20/mo
• Gemini in Google Sheets $14/mo
• ChatGPT $20/mo

How to check the answer

Every letter in the log has a number, a summary, an owner and a deadline, and there are no overdue replies

Pitfalls

• The reply deadline is often buried in the text and the assistant may miss it: check the first and last paragraphs
• Keep letters from government bodies and courts with personal data out of public chats

Step-by-step versions by role

• Log incoming correspondence with a short summary: Secretary