Prompting: Basics & Best Practices

The quality of the AI response depends significantly on how you formulate your request. Your input to the AI is also called a prompt. With a few simple rules, you’ll get significantly better results.

The Four Building Blocks of a Good Prompt

Building Block	What It Means	Example
Context	Who are you, who is the result for?	”I work in the citizen services department.”
Task	What should the AI do?	”Write a response letter.”
Format	How should the answer look?	”As a formal letter with sender and subject.”
Constraints	What should be considered?	”Maximum one page, friendly tone.”

Before and After

Not Like This:

“Write something about parking permits.”

Better Like This:

“I work in the traffic department. Write an information letter for citizens explaining how to apply for a resident parking permit. List the required documents, fees, and processing time. Use clear, friendly language. Maximum one DIN A4 page.”

The Most Important Rules

1. Be Specific

Say exactly what you need – the more precise your request, the better the answer.

Vague	Specific
”Help me with the document."	"Summarize the key points of this report in 5 bullet points."
"Write something about data protection."	"Explain data subject rights under GDPR in understandable language for citizens.”

2. Provide Context

The AI doesn’t know your situation. Briefly explain:

• Your role – e.g., “I’m a case worker in the building department.”
• The goal – e.g., “The text is for citizen information on our website.”
• The target audience – e.g., “For citizens without technical knowledge.”

3. Specify the Format

Tell the AI how the answer should be structured:

• Bullet points – for quick overviews
• Numbered steps – for instructions
• Table – for comparisons
• Continuous text – for formal letters

4. Refine Step by Step

Don’t expect perfect results the first time. Work in steps:

1. Make your first request
2. Review the answer
3. Ask for adjustments: “Make the tone more formal” or “Add the deadlines”
4. Repeat until the result fits

Avoiding Common Mistakes

Mistake	Better Approach
Assuming context: “Answer the email”	Provide context: “Answer this citizen inquiry about cemetery fees. Confirm receipt.”
Multiple tasks at once	Process tasks one after another – one message per task
Contradictory requirements: “Comprehensive analysis in 50 words”	Set clear priorities: “Summary of the 3 most important points”

Next Steps

• Create and manage chats – How to get started right away
• Documents, Images, and Knowledge Collections – Use files and knowledge collections in prompts