The prompt
Score 10 of 10, Excellent
Use it when You visited a store, branch, warehouse or job site and need to turn your rough notes into a report with findings, owners and dates.
- {{site}}
- {{audience}}
- {{visit_notes}}
- {{standards}}
- {{visit_details}}
Full prompt and why it works
Prompt
Turn my notes from a visit to {{site}} into a site visit report for {{audience}}, so the site manager knows what is working, what needs fixing and by when, and my manager can see the state of the site at a glance. My walkthrough notes and photo list: """ {{visit_notes}} """ What I was checking against (standards, checklist, actions from the last visit): """ {{standards}} """ Visit details (date, who was there, purpose): {{visit_details}} Use these headings: 1. Summary: three sentences on the overall state of the site and the most important action. 2. What is working: up to 5 points, each specific enough to repeat at other sites. 3. Findings: a table with the columns Number, Area, Finding (what I saw), Standard it relates to, Priority (urgent safety or legal, this week, this month), Photo reference. 4. Actions: a table with the columns Action, Owner, Due date, How completion will be checked. Use owners and dates only where my notes give them; otherwise write [owner] and [date]. 5. Follow-up from the last visit: each earlier action marked done, in progress or not started, only where my notes cover it. Write findings as what I observed, for example "Fire exit by the loading bay blocked by two pallets at 10:15", not as judgments such as "poor housekeeping". This example shows the form only. Keep the report under 600 words so it gets read. A good report lets the site manager start on the actions the same day. Report only what my notes record. Do not add findings, causes or praise I did not note, and do not name staff in findings, because the report is about the site, not individuals. Put any urgent safety issue first in the summary, even if my notes mention it late. If a note is too brief to tell what I meant, list it under a final heading "Notes to clarify" rather than guessing.
Variables
- {{site}}
- The site visited, for example "the Riverside store" or "job site 14".
- {{audience}}
- Who receives the report, for example "the site manager, copied to the regional manager".
- {{visit_notes}}
- Your notes from the walkthrough, in any order, with photo numbers if you took any.
- {{standards}}
- The checklist, standards or last visit's actions you were checking against. Write "none" if it was an open visit.
- {{visit_details}}
- Date, who joined the visit and why you went.
Why it works
- What good looks like. Findings are written as what was seen, with place and time, so the site manager can act on them and nobody argues about adjectives.
- What to avoid. No staff are named in findings, which keeps the report about the site and makes it safe to share.
- If unsure. Notes too brief to read go under "Notes to clarify" rather than being expanded into findings you never made.