Unit II · Prompt Engineering
10. Documents for a given context
In college and at work, you must write many formal documents. Notices, letters, reports, invitations, emails to teachers. AI can write all of these in seconds, if you give it the context.
What is context?
Context is the background. Who is writing? To whom? Why? When? Where? What is the tone?
Without context, the AI writes a general template with blanks like [Your Name]. With context, it writes a finished document.
The context checklist
Before you ask AI for a document, collect these:
- Type of document: notice, letter, email, report, invitation, circular.
- From whom: your name, roll number, class, department.
- To whom: HOD, Principal, students, parents, a company.
- Purpose: what is this document for?
- Details: date, time, venue, names, numbers.
- Tone: formal, friendly, urgent.
- Length: half page, one page.
Example 1: A notice
prompt
Write a formal notice from the Student Council of GVPIHLR, Visakhapatnam. Event: Blood donation camp with KGH Blood Bank. Date: 15 March 2027, 9 am to 2 pm. Venue: College auditorium, Madhurawada campus. Who can join: All students and staff above 18 years. Include: a line asking students to have breakfast before donating, and a contact (Secretary, Student Council, 98xxxxxxxx). Format: Title, date, body, signature. Under 150 words.
Example 2: An email to a teacher
prompt
Write a short, polite email to my HOD, Dr. Rao, asking for permission to miss the lab on Friday because I am representing the college in a chess tournament in Hyderabad. My name is K. Priya, roll number 26CSE045, CSE section B. Offer to complete the lab later.
Example 3: A report
prompt
Write a one-page industrial visit report. Visit: Visakhapatnam Port, 3 February 2027. Group: 40 first year ECE students with 2 faculty. We saw: container handling, the control room, and a talk on automation. Sections: Introduction, What we saw, What we learned, Conclusion. Formal English. Third person.
Example 4: An invitation
prompt
Write an invitation card text for our department's technical fest "Tarang 2027". Date: 20 and 21 March 2027. Place: GVPIHLR campus, Visakhapatnam. Chief guest: a scientist from NSTL Visakhapatnam. Events: coding contest, robo race, paper presentation. Tone: warm and exciting. Under 80 words.
Types of documents and what to remember
| Document | Key things to include |
|---|---|
| Notice | Title, date of issue, event details, who it is for, signature |
| Formal letter | Sender address, date, receiver address, subject, salutation, body, closing |
| Clear subject line, short body, polite closing, your name and roll number | |
| Report | Title, introduction, body with headings, conclusion, date and author |
| Invitation | Event name, date, time, place, chief guest, RSVP contact |
| Circular | Reference number, date, subject, instructions, authority |
After AI writes it
- Read it fully. Fix any wrong details.
- Replace any [blanks] the AI left.
- Paste it into Google Docs or MS Word for formatting.
- Ask AI: "Check this for spelling and grammar." one last time.
Try it
This is Lab experiment 7.
- Pick one: a notice, a letter, an email, a report or an invitation.
- Write down the context using the checklist above. Then write the prompt.
- Generate it. Then change one thing in the context (for example, the date) and ask AI to update only that.
- Paste it into Google Docs and make it look neat. In Docs, you can also click Help me write to use Gemini directly.
New words
- Context — the background information around a task.
- Formal — official and proper in style.
- Notice — a written announcement put up for many people to read.
- Circular — an official notice sent to many people in an organisation.
- Venue — the place where an event happens.
- Salutation — the greeting at the start of a letter: "Dear Sir".
- RSVP — a request to reply and say if you will come.
- Third person — writing with "the students", "they", not "I" or "we".
- Template — a ready-made pattern with blanks to fill in.