Sample AI Prompt: Generate Form Letters for your CRM
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
Building an arsenal of strong form letters is an important way to make your casework operation streamlined and consistent, and ready to absorb any spikes in caseload. Use generative AI tools to take a first pass at drafting form letters that reflect your office’s tone and approach to casework.
Task
Have GenAI draft a form letter responding to a constituent’s email to initiate a case.
Tool
ChatGPT4Plus (approved for use in the House and Senate)
Tips
Be specific in your instructions about what you would like the letter to include.
Make sure to include language that can be customized depending on the constituent’s outreach.
Avoid making overly concrete promises about what the casework team can do.
Prompt
Please draft a template form email for a Congressional office to send to constituents who reach out asking for assistance with problems with federal agencies. The email should be courteous, and assure the constituent that the office is there to assist them. The email should not make concrete promises about whether the office will be able to solve a case, but indicate that the office’s casework will work closely with the constituent and the agency involved to come to the best possible resolution within the bounds of the law. The letter should conclude by asking the constituent to follow a link to a fillable Privacy Act Release Form.
AI-Generated Response
Subject: Assistance with Your Federal Agency Issue
Dear [Constituent's Name],
Thank you for reaching out to us regarding the issue you're facing with [federal agency]. We understand how frustrating it can be to navigate bureaucratic processes, and we are here to assist you in any way we can.
Our office takes constituent concerns seriously, and we are committed to working closely with you and the relevant federal agency to find the best possible resolution within the confines of the law. While we cannot guarantee a specific outcome, please know that we will dedicate our efforts to advocating on your behalf and ensuring that your voice is heard.
To initiate our casework process and better assist you, we kindly request that you complete the Privacy Act Release Form linked below. This form allows us to communicate with the federal agency on your behalf and access information relevant to your case. Rest assured that all information provided will be handled with the utmost confidentiality and in compliance with privacy laws. [Editor’s Note: Chat GPT may not know that Congress is actually exempt from most privacy laws!]
[Link to Privacy Act Release Form]
Once we receive the completed form, a member of our team will reach out to discuss the next steps and provide updates on the progress of your case. In the meantime, if you have any further questions or concerns, please don't hesitate to contact our office.
Thank you again for reaching out to us. We appreciate the opportunity to assist you and look forward to working together to resolve your issue.
Sincerely,
[Your Name]
[Your Title]
[Congressional Office Contact Information]
