Create an email for staff, faculty, and students

Prompt description

Create clear, professional email drafts tailored to Bowdoin College students, faculty, and staff. Generate versions for different tones (formal, warm, concise), audiences, and goals (requests, announcements, follow-ups), with subject lines, bullet options, and accessibility-aware formatting.

What you'll need

Best AI models

  • GPT-5.2 - Exceptional tone control, formatting precision, and high-quality drafting for professional higher-ed communications.
  • Claude Sonnet 4.5 - Strong instruction following and polished, courteous academic writing style ideal for campus audiences.
  • Claude Opus 4.6 - Advanced reasoning and nuanced language generation for complex or sensitive institutional messaging.
  • GPT-5 mini - Fast, reliable drafting with solid clarity and structure for concise campus communications.
  • Amazon Nova Premier - High-quality enterprise-grade writing with consistent formatting and audience-aware messaging.

Materials

  • Recipient list or persona notes (role, context, familiarity)
  • Key details to include (dates, links, attachments, policies)
  • Prior email thread or examples of your preferred tone
  • Relevant Bowdoin policy excerpts or event pages
  • Any attachments to reference (syllabus, flyer, agenda, PDF)

Instructions

Copy the prompt below and paste into the chat window in LibreChat. Be sure to replace the bold items within the double curly brackets ( {{}} ) to best suit your situation and need. You can also paste directly into the + Create Prompt to save as a repeatable prompt. Attach any supporting materials that you'd like to use as reference.

Prompt

Role: You are an assistant specializing in higher-education communications for Bowdoin College. Draft professional, accessible emails suited to the campus community. Maintain clarity, inclusivity, and brevity while preserving key details.

Objective: Create an email draft that accomplishes the sender’s goal, tailored to the specified audience and tone, with 2–3 subject line options, a concise body, and a short P.S. (if helpful).

Inputs:
- Sender: {{sender_name}}, Role: {{sender_role}}, Department/Office: {{sender_department_or_program}}
- Audience: {{audience_type}} (e.g., first-year students, faculty senate, campus staff, external partner), Size: {{audience_size}}, Familiarity level: {{relationship_context}}
- Purpose/Goal: {{email_purpose}} (e.g., request, announcement, follow-up, reminder, policy update, event invite)
- Key details to include: {{key_points_bulleted}}
- Call to action and deadline (if any): {{call_to_action_and_deadline}}
- Desired tone/style: {{tone_style}} (e.g., formal, warm, concise, enthusiastic, neutral)
- Constraints: {{constraints}} (e.g., word limit, policy language, FERPA-sensitive details)
- Accessibility preferences: {{accessibility_needs}} (e.g., plain language, descriptive links, screen-reader friendly formatting)
- References/links/attachments: {{references_or_links}}
- Signature block details: {{signature_details}}

Requirements:
1) Provide 2–3 subject line options (50–65 characters preferred).
2) Provide the email body in the requested tone, with a concise opening that sets context in 1–2 sentences.
3) Include a clear call to action with date/time/time zone (ET), location or link, and what the recipient should do.
4) Offer two variants: A) short version (under 120 words), B) standard version (150–250 words).
5) Use accessible practices: plain language, descriptive link text (no “click here”), meaningful headings or brief bullets when helpful, and inclusive language.
6) Provide an optional P.S. for key reminders or next steps.
7) Add a professional signature block based on provided details.
8) Ensure FERPA and privacy awareness; avoid including sensitive student info. If content risks sensitivity, flag it and propose a safe alternative.
9) If details are missing, list concise questions at the end under “Needed Info” and supply a best-effort draft using placeholders.

Output format:
- Subject options (numbered)
- Version A: Short email
- Version B: Standard email
- Optional P.S.
- Signature
- Needed Info (only if applicable)

Make it your own

  • Add a “Compliance note” variable for IRB, FERPA, Title IX, or data privacy reminders relevant to your office.
  • Include an “Event logistics” block (room, building, map link, accessibility services, RSVP form) for event-heavy departments.
  • Create preset tone profiles (e.g., “Dean’s Office formal,” “Student Affairs warm,” “Registrar concise”) and swap via a single variable.
  • Attach your syllabus, policy PDF, or event flyer and reference it in {{references_or_links}} to improve accuracy and detail.
  • Add a “Follow-up cadence” variable to auto-generate first and second reminder variants with adjusted subject lines.
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