Top AI Prompts for Preparing and Editing Documents

Outline 5 innovative approaches for drafting a project proposal, inspired by the ‘Q3 Proposal Templates’ doc.

Use Case: Accelerates proposal creation by leveraging previous successful formats.

ClickUp Brain Behaviour: Analyzes content and structure from linked documents to recommend fresh drafting strategies.

Identify current formatting standards for technical reports under 20 pages in the finance sector.

Use case: Guides consistent styling aligned with industry norms.

ClickUp Brain Behaviour: Extracts formatting guidelines and common practices from internal style guides and reference documents.

Develop a concise editing checklist for academic papers based on ‘Editing Guidelines v2’ and prior review notes.

Use Case: Ensures thorough and uniform editing across manuscripts.

ClickUp Brain Behaviour: Compiles key editing points and quality criteria from linked documents into a structured checklist.

Compare revision workflows between marketing and legal teams using the ‘Workflow Comparison Q1’ doc.

Use Case: Facilitates process improvements by highlighting differences and best practices.

ClickUp Brain Behaviour: Summarizes procedural details and outputs a clear side-by-side comparison.

List top tools and plugins recommended for document proofreading, referencing internal tech reviews and user feedback.

Use Case: Supports selection of effective proofreading aids.

ClickUp Brain Behavior: Scans documents for frequently mentioned tools and summarizes their key features and benefits.

From the ‘Final Review Procedures’ doc, generate a step-by-step task list for document approval cycles.

Use Case: Simplifies coordination and tracking of review stages.

ClickUp Brain Behavior: Extracts procedural steps and formats them into actionable tasks within ClickUp.

Summarize 3 emerging trends in collaborative editing from recent user surveys and technology reports.

Use Case: Keeps teams updated on best practices and tools.

ClickUp Brain Behavior: Identifies patterns and insights from linked research and feedback documents.

From the ‘User Feedback Q2’ doc, summarize common challenges faced during document version control.

Use Case: Helps teams address pain points in managing revisions.

ClickUp Brain Behavior: Analyzes survey responses and feedback to highlight recurring issues.

Draft engaging and clear instructional text for a document collaboration feature, using tone guidelines in ‘BrandVoice.pdf’.

Use Case: Accelerates UI copywriting while maintaining brand voice.

ClickUp Brain Behavior: References tone documents to suggest varied text options for interface elements.

Summarize key changes in data privacy regulations affecting document handling in 2025.

Use Case: Ensures compliance teams stay informed about legal updates.

ClickUp Brain Behavior: Condenses linked policy documents and can incorporate external updates if available.

Generate formatting guidelines for multilingual documents, referencing regional compliance and style guides.

Use Case: Guarantees consistency and adherence to local standards.

ClickUp Brain Behavior: Extracts relevant rules and compiles them into a clear reference checklist.

Create a quality assurance checklist for final document reviews using ‘QA Standards 2025’ PDFs and internal style folders.

Use Case: Supports thorough and standardized final checks.

ClickUp Brain Behavior: Identifies key QA criteria and organizes them by document section or priority level.

Compare editing turnaround times and accuracy metrics across different document types using internal performance reports.

Use Case: Informs resource allocation and process optimization.

ClickUp Brain Behavior: Summarizes data into concise tables and highlights notable differences.

What document collaboration features have gained popularity since 2023 in remote work environments?

Use Case: Guides feature development based on evolving user needs.

ClickUp Brain Behavior: Synthesizes trends from user feedback, product updates, and industry reports.

Summarize key usability issues reported in the ‘Global Document Feedback’ folder focusing on editing tools and interface design.

Use Case: Drives targeted improvements for user experience.

ClickUp Brain Behavior: Extracts and prioritizes common complaints and suggestions from surveys and support tickets.

Clarify the document type and purpose

Vague prompts yield broad results. Specify details like document format (e.g., “technical report” or “marketing proposal”), intended audience (e.g., “executive team” or “clients”), or key objectives (e.g., “persuasive tone” or “concise summary”).

Example: “Suggest improvements for a quarterly sales report aimed at senior management.”

Use comparative prompts to refine content

AI excels at distinguishing nuances between versions. Prompt it to compare drafts, highlight inconsistencies, or evaluate tone differences.

Example: “Compare the introduction sections of two project proposals for clarity and engagement.”

Define prompts as specific editing tasks

Frame your prompt around the exact edit you need. Instead of “Edit this document,” focus on outcomes:

Example: “Rewrite the executive summary to emphasize key financial metrics and future projections.”

Specify desired output formats

Need bullet points, a summary paragraph, or a revised outline? Clearly state the format to guide AI’s response.

Example: “Provide a bulleted list of action items from the meeting notes with deadlines.”