Sample AI Prompt: Draft Case-related Emails
Disclaimer: The House of Representatives’ Chief Administrative Officer announced an official Artificial Intelligence (AI) policy in September of 2024. The policy can be accessed by Congressional staff behind the institution’s firewall on HouseNet. The below resource has not been updated in response to the policy.
Scenario
Once you have a clean paragraph summary of an update in a constituent’s case, the next step is to write that update up as either an agency inquiry or an update email to the constituent relaying information from the federal agency involved in their case. While these letters may not be 100% up to your standards, they’re a great starting point and can save time by letting you tweak small details, rather than write from scratch. For new staff who struggle with writing, LLMs can also be a powerful tool to clean up spelling, grammar, and syntax to match your office’s standards.
Task
Have GenAI turn the above quickly drafted phone notes into a usable case summary that you could add to a constituent’s case file or insert into a form letter.
Tool
ChatGPT4Plus (approved for use in the House and Senate)
Tips
Tweak the email depending on the constituent by specifying the tone: options like “professional” or “warm but professional” or “friendly but professional” may also vary the tenor of the email to match your office’s standards.
Be sure to specify additional information like any action steps the constituent should take on receiving your email.
Prompt
Please use the paragraph from the previous prompt to write a professional email to the constituent relaying this information. The email should indicate that they are welcome to reach out with any questions or if they receive any additional updates from the IRS.
AI-Generated Response
Subject: Update on Your Tax Refund Case
Dear [Constituent's Name],
I hope this email finds you well. I wanted to provide you with an update regarding your tax refund case, following our recent conversation with Diane from the Taxpayer Advocate Service (TAS). Diane informed us that your case was flagged for identity theft but had been mistakenly routed to the wrong unit. She has since taken proactive steps to have it rerouted to the correct queue; however, the processing of this request may take a few days. Our planned next callback date is scheduled for April 23rd.
I understand that you may have urgent concerns, particularly regarding bill collector calls and your plans for elective surgery, which rely on the refund. Therefore, Diane has assured us that she will explore any available options to expedite the process. It's important to note that as of now, there may not yet be a Taxpayer Assistance order in place. [Editor’s Note: This would be worth rewriting to clarify or remove.]
Please know that your situation is a priority for us, and we are actively working to ensure the prompt resolution of your case. Should you have any questions or receive any additional updates from the IRS, please do not hesitate to reach out to us. We are here to assist you in any way we can.
Thank you for your understanding and patience throughout this process.
Best regards,
[Your Name]
[Your Contact Information]
