AI Document Generator: Reports, Proposals and Prompts

An AI document generator works best when you provide source notes, the intended reader and a clear structure. Ask it to organize those facts into a draft, mark missing information and preserve the evidence behind important claims. Review the draft before you share it.

You can start from Brainbaby’s document templates or use chat to develop the outline first. This guide covers business reports and proposals, with prompts you can adapt to your own material.

Write a brief before asking for the document

A request for “a professional report” leaves the assistant to invent the purpose, audience and level of detail. A useful brief can fit in six lines:

• Reader: who will use the document and what they already know.
• Decision: what the reader needs to decide or do next.
• Sources: the notes, figures and approved statements the draft may use.
• Format: document type, sections and approximate length.
• Constraints: required terminology, excluded information and tone.
• Unknowns: facts that must stay as questions or placeholders.

Share only material you have permission to use. Remove customer identifiers or confidential details that the task does not require, and check the service’s privacy information before uploading sensitive files.

A reusable AI document prompt

Copy this prompt and replace the bracketed fields with your own information:

Draft a [document type] for [reader]. Its purpose is [decision or next action]. Use only the source notes below for factual claims. Start with an outline containing [required sections]. Mark missing dates, prices and responsibilities as [TO CONFIRM]; do not invent them. Keep the draft around [length] words in plain language. Separate source facts from recommendations. After the draft, list the questions I need to answer before sharing it. Source notes: [paste notes].

Review the outline before expanding a long document. Remove headings that do not help the reader make the intended decision. If the document is short and the brief is complete, a single draft may be sufficient; section-by-section generation is useful when you need close control over a longer piece.

Worked example: a weekly project report

Suppose your notes say: “Website refresh. Checkout layout approved Tuesday. Mobile testing still open. Two broken links fixed. Launch date not confirmed. Alex to send a test checklist Friday.” These are fictional notes for the example.

Ask for a report with completed work, open work, decisions needed and next actions. A grounded draft should identify the approved checkout layout and repaired links as completed work. It should keep mobile testing open and the launch date unconfirmed. The action for Alex should retain the stated Friday deadline without inventing a calendar date.

A useful follow-up is:

Check every sentence in this report against the original notes. Flag any added deadline, owner, number or claim of completion. Put recommendations in their own section, and leave missing information visible.

Do not let polished language turn “testing still open” into “ready for launch.” The point of the report is to make the project state easier to understand.

Turn meeting notes into action items

Use a separate extraction step when your source is a meeting summary. Ask for a table with action, owner, due date and supporting note. If the source does not name an owner or deadline, use “unassigned” or “not stated.”

Extract decisions, action items and open questions from these notes. For each action, quote the short source phrase supporting it. Do not treat a suggestion as an approved commitment. Keep proposed actions separate from agreed work.

After checking the table, turn it into a follow-up message. This workflow drafts the record; it does not by itself send an email, create calendar reminders or assign tasks in another app. Confirm those separate actions in the tools you use.

Draft a proposal with clear boundaries

For a client proposal, supply the customer’s problem, intended deliverables, exclusions and any approved price or timeline. A practical structure is problem, proposed work, deliverables, assumptions, review process and next step.

Ask the assistant to mark undefined details rather than filling them with plausible numbers. “Two revision rounds” or “delivery within ten days” can become a real expectation once sent to a client. Include those terms only when you have agreed to them.

When the proposal needs a presentation, use the reviewed document as the source for a slide outline in the presentation maker. Give each slide one job and preserve any unresolved assumptions. A shorter slide deck should not silently remove qualifications that matter to the decision.

Review the document before sharing

Check names, dates and amounts against the source. Verify that links and references exist. Read the opening paragraph as the intended recipient: can they tell why the document matters and what you need from them? Remove repetitive conclusions, generic introductions and headings with no useful content.

Inspect the saved or exported result, not only the editor. Tables, page breaks and long headings can behave differently outside the drafting view. Use the format options actually available in your current workflow, and keep a copy of the approved text.

Common questions

Can I create a report from incomplete notes?

Yes, you can draft the supported sections and maintain a visible list of missing details. Ask the assistant to preserve uncertainty rather than inventing facts to make the report appear complete.

How do I keep repeated documents consistent?

Save the approved structure and one representative example. Reuse them with new source notes, then check that old names, figures and dates have not carried into the next document.

For technical onboarding documents, first establish the code facts with the GitHub repository guide. Check pricing and usage allowances before generating a large batch of documents.