Business Documents and Reports

Professional Documents in Minutes, Not Days

Business documents follow predictable structures. AI knows these patterns—you provide the specifics, AI handles the formatting and drafting.

Types of Business Documents

AI excels at:

• Project proposals
• Business cases
• Status reports
• Policies and procedures
• RFP responses
• Business plans (outlines and sections)
• SOPs (Standard Operating Procedures)
• Employee handbooks

Your role:

• Provide specific details
• Verify accuracy
• Add company-specific context
• Final review and approval

Business Proposal Template

Prompt:

Create a business proposal for [project/service].

Include sections:

• Executive Summary
• Problem Statement
• Proposed Solution
• Scope of Work
• Timeline
• Budget
• Expected Outcomes
• Next Steps

Details:

• Client: [name/industry]
• Problem: [description]
• Solution: [your approach]
• Timeline: [timeframe]
• Budget: [range]

AI drafts complete proposal. You customize with specifics.

Status Reports

Weekly/Monthly status report:

Prompt:

Create a project status report for [project name].

Format:

• Project: [name]
• Period: [dates]
• Status: [On track / At risk / Delayed]
• Accomplishments this period: [list]
• Planned for next period: [list]
• Blockers/Risks: [if any]
• Metrics: [relevant numbers]

From notes to formatted report in 60 seconds.

Business Case

Justifying an investment:

Prompt:

Create a business case for investing in [solution/project].

Include:

• Current State and Problem
• Proposed Solution
• Cost-Benefit Analysis
• ROI Projection
• Implementation Plan
• Risks and Mitigation
• Recommendation

Details:

• Investment: [$X]
• Expected savings: [$Y annually]
• Timeline: [months to implement]
• Key benefits: [list]

AI structures the argument. You provide the numbers.

Policy and Procedure Documents

Creating a policy:

Prompt:

Create a company policy for [topic - e.g., remote work, expense reimbursement, data security].

Include:

• Purpose
• Scope (who this applies to)
• Policy Statement
• Procedures
• Responsibilities
• Exceptions
• Effective Date

Company context: [add specific details]

Example: Remote Work Policy

AI creates full policy with sections. You customize for your company culture and requirements.

Standard Operating Procedures (SOPs)

Document a process:

Prompt:

Create an SOP for [process - e.g., onboarding new clients, handling customer complaints].

Format:

• Purpose
• Scope
• Prerequisites
• Step-by-step procedure (numbered)
• Success criteria
• Common issues and solutions
• Related documents

Process details: [describe the process]

Turns messy process knowledge into formatted SOP.

RFP Responses

Responding to Request for Proposal:

Prompt:

Help me draft an RFP response.

RFP requirements: [paste key sections]

Our company: [brief description]
Our solution: [what we're proposing]
Our qualifications: [relevant experience]

Create:

• Executive summary
• Company overview
• Proposed solution (addressing each RFP requirement)
• Project approach and methodology
• Timeline
• Pricing structure
• Team qualifications
• References

AI ensures you address all RFP requirements. You fill in specifics.

Meeting Agendas

Professional meeting agenda:

Prompt:

Create a meeting agenda for [meeting type/purpose].

Attendees: [list roles]
Duration: [time]
Goals: [what to accomplish]

Include:

• Meeting details (date, time, location)
• Objectives
• Agenda items with time allocations
• Pre-meeting preparation required
• Post-meeting action items format

Performance Reviews

Drafting a performance review:

Prompt:

Help me draft a performance review for [employee role].

Review period: [dates]

Key accomplishments:

• [list]

Areas for improvement:

• [list]

Goals for next period:

• [list]

Create a professional review including:

• Summary
• Accomplishments (with specific examples)
• Areas for development
• Goals for next period
• Overall assessment

IMPORTANT: Review carefully—this impacts people's careers.

Business Plans

Business plan outline:

Prompt:

Create a business plan outline for [business type].

Include all standard sections:

• Executive Summary
• Company Description
• Market Analysis
• Organization and Management
• Products/Services
• Marketing and Sales Strategy
• Financial Projections
• Funding Requirements

Then help me draft the Company Description section with these details: [your info]

Build section by section.

Email Templates for Common Scenarios

Vendor negotiation:

Draft a professional email to a vendor negotiating better terms. Include: appreciation for partnership, specific request, rationale, and openness to discussion.

Difficult conversation:

Draft an email addressing [issue] with [recipient]. Tone: professional, direct but diplomatic. Include: acknowledgment of situation, clear statement of problem, proposed solution.

Stakeholder update:

Create an email template for monthly stakeholder updates. Sections: progress highlights, metrics, upcoming milestones, requests/needs.

Formatting and Structure

Proper document structure:

Format this content as a professional business document with:

• Title page
• Table of contents
• Executive summary
• Main sections with headers
• Appendices
• References

Content: [paste your draft]

Converting notes to formal doc:

Convert these rough notes into a formal business document: [paste notes]

Use professional language, proper formatting, and organize logically.

Editing and Refining

Make it more professional:

Rewrite this in more professional business language: [paste]

Make it more concise:

This document is too long. Condense to 50% length while keeping all key points: [paste]

Make it more specific:

This is too vague. Add specificity and concrete examples: [paste]

Make it more persuasive:

Rewrite this to be more persuasive for [audience]. Emphasize benefits and ROI: [paste]

Version Control and Iteration

Improving drafts:

Round 1:

Create first draft of [document type] with these details: [info]

Round 2:

The executive summary is too long. Condense to one paragraph.

Round 3:

The budget section needs more detail. Break down costs by category.

Round 4:

Add a risk assessment section.

Each iteration takes seconds.

Document Checklist

Before finalizing any AI-generated business document:

• All specific details (names, dates, numbers) are accurate
• Tone matches company culture
• No confidential information included inappropriately
• Formatting is consistent
• All required sections included
• Reviewed by relevant stakeholders
• Legal/compliance review if needed
• Customized (not generic AI output)

Real-World Examples

Example 1: Project Charter
Prompt:

Create a project charter for implementing [system].
Timeline: 6 months
Budget: $500K
Team: 5 people
Goal: [describe]
Key milestones: [list]

Result: Full charter in 5 minutes vs. 2 hours manually.

Example 2: Change Management Plan
Prompt:

Create a change management plan for transitioning from [old system] to [new system].
Impacted employees: 200
Timeline: 3 months
Key concerns: [list]

Result: Structured plan with communication strategy, training plan, and rollout phases.

Example 3: Vendor Comparison Document
Prompt:

Create a vendor comparison document for [type of service].
Vendors being evaluated: [A, B, C]
Criteria: cost, features, support, implementation timeline
Format as table with analysis section

Result: Professional comparison ready for stakeholder review.

Tips for Better Business Documents

Provide context:
"Create a proposal" → generic
"Create a proposal for [specific client] in [industry] solving [specific problem]" → tailored

Use your company's voice:

Write this in a [tone] that matches our company style: [describe style]

Request specific formats:

• "Format as table"
• "Use bullet points"
• "Include a summary box at the top"

Build incrementally:
Don't ask for entire 30-page document at once. Section by section works better.

Save templates:
When AI creates a good structure, save it as a template for future similar documents.