📞 Prompt #1: Pre-Appointment Preparation
This is the prompt you use before each consultation, meeting, or hearing. You paste in the case details and get a complete briefing in seconds: summary, outstanding items, key questions, and next steps. The result: you go into the appointment already knowing everything, without having to reread medical records or notes.
📋 PROMPT #1 - Pre-Appointment Preparation (Copy and Use)
Preciso me preparar para um atendimento em [TEMPO: ex: 15 minutos]. CLIENTE/PACIENTE: [nome completo] TIPO DE ATENDIMENTO: [consulta inicial / retorno / reuniao / audiencia] HISTORICO RESUMIDO: [cole anotacoes anteriores, dados do caso, historico relevante] OBJETIVO DESTE ENCONTRO: [o que preciso resolver, discutir ou decidir] Me entregue: 1. RESUMO DO CASO (max 5 linhas): o essencial que preciso ter em mente 2. PENDENCIAS ANTERIORES: o que ficou em aberto desde o ultimo contato 3. 5 PERGUNTAS-CHAVE: as perguntas mais importantes para este encontro 4. PONTOS DE ATENCAO: prazos proximos, riscos ou situacoes sensiveis 5. PROXIMOS PASSOS PROVAVEIS: o que provavelmente vai sair deste encontro Formato: bullet points, direto ao ponto, sem introducoes.
✓ With the prompt
- Briefing ready in 30 seconds
- Automatically identified pending items
- Key questions you wouldn't think of
- Go into the appointment with confidence
✗ Without the prompt
- 15 minutes rereading the medical record/notes
- Forget previous pending items
- Improvises the questions on the spot
- Client notices lack of preparation
💡 When to use
Use it for 5–10 minutes before any scheduled appointment. It works for doctors (before a consultation), attorneys (before a hearing), accountants (before a client meeting), and any professional who works with people. The more history you paste in, the better the brief.
To generate a briefing
Suggested key
Self-identified
Any profession
📧 Prompt #2: Professional email
The email prompt is the one you use most in your day-to-day work. Describe what you want to communicate, set the tone, and get a ready-to-send email. It works for any type: client response, follow-up, proposal, invoice reminder, thank-you, referral. In 30 seconds, you have a text that would take 10 minutes to write from scratch.
📋 PROMPT #2 - Professional Email (Copy and Use)
Redija um e-mail profissional com estas especificacoes: DESTINATARIO: [nome e relacao - ex: "Sra. Ana Costa, cliente desde 2024"] ASSUNTO: [tema do e-mail] TIPO: [resposta / follow-up / proposta / cobranca / agradecimento / encaminhamento] TOM: [formal / profissional-acessivel / urgente / empatetico] OBJETIVO: [o que quero comunicar ou pedir] DETALHES IMPORTANTES: [informacoes que devem constar no corpo] ACAO ESPERADA: [o que o destinatario deve fazer apos ler] Regras: - Maximo 150 palavras (a menos que eu peca mais) - Use meu estilo habitual de comunicacao - Inclua saudacao, corpo estruturado e despedida - Se houver prazo, destaque-o - Nao use cliches como "venho por meio desta"
✓ With the prompt
30 seconds to fill out. An email ready in your tone. Review it in 1 minute and send. No getting stuck staring at a blank screen.
✗ Without the prompt
10-15 minutes thinking about the best way to write it. Rewrites it 2-3 times. Puts it off until "later" and forgets.
⚡ Types of emails this prompt handles
💬 Prompt #3: WhatsApp message
WhatsApp is the channel clients use most in Brazil. Poorly written messages come across as unprofessional. Well-written messages convey attention and professionalism. This prompt generates short, direct messages in the right tone for confirmations, reminders, quick replies, and informal announcements.
📋 PROMPT #3 - Professional WhatsApp Message (Copy and Use)
Escreva uma mensagem de WhatsApp profissional: PARA: [nome e contexto - ex: "Joao, paciente retorno amanha"] TIPO: [confirmacao / lembrete / resposta rapida / aviso / agradecimento] CONTEUDO: [o que preciso comunicar] TOM: [profissional-acessivel / formal-curto / empatetico] Regras: - Maximo 4 linhas (WhatsApp e leitura rapida) - Comece com saudacao curta (Oi/Ola + nome) - Termine com CTA claro (o que a pessoa deve fazer) - Use emoji com moderacao (maximo 2, se for o meu estilo) - Nao use "Prezado(a)" nem linguagem de e-mail - Nao inclua assinatura formal
✓ Professional WhatsApp
- ✓Paragraphs of 1-2 lines
- ✓Client’s name in the greeting
- ✓Clear CTA (time, link, action)
- ✓Tone suited to the channel
✗ What to avoid on WhatsApp
- ✗Continuous text without line breaks
- ✗Too many emojis (looks unprofessional)
- ✗Long audio recording without prior notice
- ✗"Dear" or email language
💡 Tip: batch messages
If you need to send similar messages to several clients (e.g., appointment reminders), list all the names and ask the assistant to generate all the messages at once. In 1 minute, you'll have 10 personalized messages ready to send.
Maximum per message
Maximum
10 messages in 1 min
Always present
📋 Prompt #4: Meeting Minutes
Well-written meeting minutes prevent misunderstandings and serve as a formal record. The problem is that nobody likes writing minutes. This prompt turns your rough notes (or even transcribed audio) into structured minutes with participants, agenda, decisions, next steps, and owners. From 30 minutes of manual work to 2 minutes.
📋 PROMPT #4 - Meeting Minutes (Copy and Use)
Turn these notes into professional meeting minutes: DATE: [meeting date] PARTICIPANTS: [list everyone] LOCATION/FORMAT: [in person / video conference / phone] RAW NOTES: [paste everything you wrote down during the meeting - it can be unstructured text, abbreviations, bullet points] Structure the minutes with: 1. HEADER: date, time, location, participants 2. AGENDA: topics discussed (in order) 3. DECISIONS: what was decided about each topic 4. ACTION ITEMS: next steps, with an owner and deadline 5. NOTES: points mentioned but not decided Format: formal, clear, objective. Don’t make up information that isn’t in the notes. If anything is ambiguous, mark it with [CONFIRM].
📊 Practical impact
💡 Tip: transcribed audio
If you recorded the meeting (with consent), use an automatic transcription tool and paste the transcribed text in place of the "raw notes." AI will organize everything into professional meeting minutes, even from disorganized text.
🔧 Adapting prompts to your profession
The prompts above are universal templates. To get the most out of them, you need to adapt them to your field. Adaptation involves 3 changes: specific terminology, professional restrictions, and the format your audience expects.
⚖️ For lawyers
- Add: "Use legal language when appropriate"
- Add: “Never make claims about case outcomes”
- Change the default tone to "formal-technical"
- Include a legal basis section in the minutes
- In the email: include the case number when applicable
⚕️ For doctors
- Add: “Never suggest a diagnosis or treatment”
- Add: “Always include: consult in person”
- Change "minutes" to "service progress"
- Use ICD codes and medical terminology in the brief
- On WhatsApp: avoid written clinical guidance
📈 For accountants
- Add: “Include relevant tax deadlines”
- Add: “Mention any outstanding ancillary obligations”
- In the briefing: highlight upcoming due dates
- In the minutes: tax liabilities section
🏫 For architects/engineers
- Add: "Reference technical standards (ABNT)"
- In the project brief: include the construction phase
- In the minutes: physical and financial progress section
- In the email: include a reference to the project/contract
⚡ How to adapt in 3 steps
- Terminology: replace generic words with terms from your field
- Restrictions: add ethical and legal rules for your profession
- Format: adjust the output structure to what your audience expects
🎯 Integrated exercise
Time to practice. Choose one real case from your practice (an appointment scheduled for this week) and apply the 4 prompts in sequence. The full exercise takes 15 minutes and shows how the prompts connect in a real workflow.
Before the appointment (Prompt #1)
Use Prompt #1 to generate the pre-appointment brief. Paste in the case details and see the summary AI produces. Evaluate: Is the summary accurate? Are the suggested questions relevant?
After the appointment (Prompts #2, #3, and #4)
Use Prompt #4 to turn your notes into meeting minutes. Then use Prompt #2 to draft the follow-up email to the client. If needed, use Prompt #3 for the WhatsApp confirmation message.
Evaluation and adjustment
Compare: how long would it take you to do all this manually? How long did it take with the prompts? Was the result good enough to use without major adjustments? If not, what adjustments do the prompts need?
⚡ Exercise goal
By the end, you should have: (1) an appointment briefing, (2) meeting minutes, (3) a follow-up email, and (4) a WhatsApp message. All generated in under 15 minutes. If you did it, you already know how to use the 4 appointment prompts.
💡 Final tip
Save the adapted prompts as "custom instructions" in your AI assistant (ChatGPT, Claude, Gemini). That way, next time you just need to describe the situation and the prompt will already be configured automatically. See how to do this in Module 2.2 (Teaching the context).
Complete exercise
In sequence
From your practice
Adjust and save
📞 Module Summary
Next Module:
3.2 - Production prompts (#5-#7): technical document, opinion/report, and market research.