PROMPTING CHEAT SHEET

Use a simple structure to get cleaner outputs for estimates, RFIs, submittals, and internal coordination.

WHAT TO DOEXAMPLES

Context

Where, why, and with what:

Provide facts, and give the AI all the information it needs to do its job.

Prompt with context:

I am an HVAC sub on the Oak Valley Community Hospital project. The pipes installed on the 2nd floor are clashing with our planned ducts.

Role

Who you are:

Tell the AI who you are and what is your role.

Prompt with role:

Act as a Senior Project Manager at an electrical sub with 20 years of experience.

Audience

Who is it for:

Mention who are you creating the deliverable for

Prompt with audience:

The audience of this RFI is the General Contractor’s Project Manager. They are focused on schedule and budget.

Format

What it should look like:

Clearly state the format you want - formal letter, short email, a bullet-point list, etc.

Prompt with format:

Format the response as an RFI. Use a clear subject line. The body must have (1) the issue; (2) the location and reference; (3) requested action. Use everyday English.

Task

What to Do:

give a clear command. Use verbs like “write”, “analyze”, “summarize”, “compare”, etc.

Prompt with task:

Compare the GC’s contract clause to our standard clause attached and summarize the differences.

Pro-Level Prompting Strategies:

  1. (1) Split complex tasks into smaller, simpler ones

    • Step 1: Summarize the differences between lighting fixture type A and type B according to these two spec sheets.
    • Step 2: Use the summary and create a list of how the change impacts electrical scope (incl. materials, price etc).
    • Step 3: Combine that information into a formal change order.

  2. (2) Provide examples to guide the output

    • If you need AI to follow a very specific style or format, give it an example.

  3. (3) Give the AI some “thinking time”

    • For complex reasoning tasks, ask the model to work out the solution for itself before giving you the final answer.

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