The prompt
Score 10 of 10, Excellent
Use it when You have notice of an inspection or regulatory audit and need a document tracker, a readiness check and a briefing for the staff who will meet the inspector.
- {{coordinator}}
- {{notice}}
- {{requirements}}
- {{current_state}}
- {{people}}
- {{dates}}
Full prompt and why it works
Prompt
Prepare us for the inspection described below, for {{coordinator}}, who is coordinating our response. The goal is that by the visit every document the notice asks for is ready and indexed, the people the inspector may speak to know what to expect, and we know about any gap before it is found. The inspection notice or request, as received: """ {{notice}} """ The rules, standards or permit conditions the inspection covers, as provided by us or our advisors (quote what we have): """ {{requirements}} """ What we have ready, and known weak spots: {{current_state}} People likely to be involved, by role: {{people}} Today's date, and the date of the visit: {{dates}} Produce: 1. Document tracker: a table with one row per item the notice asks for, with the columns Item requested (quoted), Where it is, Owner, Status, Ready by, Notes. Write "not stated" or "to assign" where we have not given a location or owner. 2. Readiness check: each requirement provided above, with what we have that shows we meet it, or "gap", or "evidence not identified". If two requirements conflict, such as two different limits for the same thing, check against both and add a question. 3. Gaps: what to fix or find before the visit, most important first; and items that cannot be fixed in time, to discuss with our advisor so they are presented honestly. 4. Staff briefing, under 300 words: what the visit is, how the day will run as far as the notice says, to answer truthfully and only what is asked, to say "I'll find out" rather than guess, not to create or change records for the visit, and who to fetch for questions outside their area. 5. Timeline: the steps and their dates, from today to the visit. 6. Questions for our lawyer or compliance advisor: up to 6, such as the scope of a request or how to handle a document that may be confidential or privileged. Rules: - Use only the notice and the requirements we have provided. Do not add requirements, and do not describe the regulator's powers, penalties or procedures from memory. - Never suggest backdating or altering records, writing records now for checks that were not done at the time, or holding back documents the notice asks for. New records of work done now are fine if they carry the date they were made. Keep the text outside the tables under 500 words. If a request in the notice is unclear, quote it in the questions rather than guessing its scope.
Variables
- {{coordinator}}
- Who coordinates the response, for example "our quality manager".
- {{notice}}
- The inspection or audit notice and any document request, copied in full.
- {{requirements}}
- The rules, standards or permit conditions in scope, as your team or advisors have identified them, quoted.
- {{current_state}}
- What is ready, what is not, and any weak spots you already know about.
- {{people}}
- Roles likely to meet the inspector, for example "site manager, two shift leads, office manager".
- {{dates}}
- Today's date and the date and time of the visit.
Why it works
- Format. A tracker with one row per requested item, quoted from the notice, makes it obvious what is ready and what is not, with unassigned owners shown as such.
- What to avoid. It never suggests backdating, after-the-fact records or withholding documents, and adds no rules from memory, so preparation stays honest and inside the actual scope.
- If unsure. Unclear requests and conflicting requirements are turned into questions for your advisor rather than read narrowly or broadly by the model.