Copilot prompts for executive assistants: 8 ready-to-copy examples

Eight Copilot Chat prompts for executive assistants: meeting report, email, quote comparison, agenda and reviewer agent, from Beginner to Expert level.

By QDNA · Published on September 9, 2026 · Updated on September 10, 2026

In brief. Executive assistants handle texts to summarise, messages to write and documents to compare every day. These eight prompts cover the most frequent cases, from the five-bullet report to the reviewer agent, with two prompts per level of the course. They all follow the same rule: instruction first, source last, and an explicit instruction for missing information.

When to use it

Before pasting a report or a quote, check that it contains no personal or confidential data you would not send to an external contractor. Replace names with initials if necessary.

To adapt one of these prompts, open the composer and choose the "Executive assistant" template in the list of job templates.

Beginner

1. Meeting report in five bullets (Beginner)

BeginnerContext. When you need to pass on the essentials of a meeting to someone who was absent. Paste the transcript or your notes at the end of the prompt.

Summarise the report below in five bullet points for [manager's name], who did not attend the meeting. Each bullet starts with a decision or an action, with the owner's name and the deadline when they are given. 80 words in total. If no decision was taken on a topic, say so explicitly.
Report: [pasted text]

Expected result. Five bullets totalling 80 words, each opening with a decision or an action, with the topics carrying no decision flagged.

Mistake to avoid. Writing "summarise this text": the reply is a generic paragraph you then have to rewrite to say who decided what.

2. Internal information email (Beginner)

BeginnerContext. To announce a practical change to a team, from facts you list yourself.

Goal: write an information email to the [number] people of the department.
Context: [the facts, for instance: from 1 October, Monday meetings move from the Rhône room to the Loire room, second floor, because the Rhône room is under renovation until the end of November].
Expectations: subject line under 60 characters, body under 90 words, neutral and practical tone, one sentence saying whom to contact for questions ([first name, role]).
Source: the facts above only.

Expected result. An email with a short subject line and a body under 90 words, containing no fact absent from the prompt.

Mistake to avoid. Asking for "an email to say the room is changing" without the facts: Copilot invents the date and the floor.

Related lesson. Writing a good prompt: the four ingredients

Intermediate

3. Comparison of two quotes (Intermediate)

IntermediateContext. Two PDF quotes attached for the same need. The prompt sets the criteria and a rule for missing information.

Compare the two attached quotes, [supplier A].pdf and [supplier B].pdf, on the following criteria: total price excluding tax, delivery time, payment terms, warranty, after-sales service. Present a three-column table (criterion, supplier A, supplier B). If a criterion does not appear in a quote, write "not specified" rather than guessing. End with three questions to ask the suppliers before deciding.
Sources: the two attached files only.

Expected result. A three-column table with "not specified" in the missing cells, then three questions to ask the suppliers.

Mistake to avoid. Not planning for missing information: Copilot fills the warranty cell with a plausible, false value.

4. Rewrite a report in the house style (Intermediate)

IntermediateContext. You paste two already approved reports as examples, then the raw notes of the day's meeting.

Write the report of the meeting from my notes below. Expected style and structure, see these two approved reports: [report 1 pasted] and [report 2 pasted]. Rules: same subheadings as the examples, decisions before actions, every action with an owner and a deadline; if either is missing from my notes, write "to be specified". 250 words maximum, neutral tone.
Notes: [pasted text]

Expected result. A report in the format of the examples, with no invented owner, ready to proofread.

Mistake to avoid. Describing the style with adjectives ("formal, clear") instead of showing two examples: the format changes with every meeting.

Related lesson. Giving examples and a role to set the style

Advanced

5. Agenda prepared in three steps (Advanced)

AdvancedContext. To prepare a committee from the previous reports. Validate the plan before asking for the drafting.

Goal: prepare the agenda of the [committee name] on [date], 60 minutes, for [number] participants.
Proceed in three steps. Step 1: from the two attached reports, list the open actions with their owner and deadline, quoting the line of the report. Step 2: propose an agenda of five items at most, with the duration of each and the expected outcome (decision, information, arbitration). Step 3: list the documents to send before the meeting. Wait for my validation after each step.
Sources: report_[month-1].docx and report_[month-2].docx attached.

Expected result. The open actions quoted, a five-item agenda with durations, then the list of documents to send, approved step by step.

Mistake to avoid. Asking for the agenda in a single prompt: the open actions are paraphrased without a quotation and some are forgotten.

6. Notebook for the monthly committee (Advanced)

AdvancedContext. You gather the committee reports, the indicators and your prompts in a Copilot Notebook, so you no longer paste the context again every month.

Relying only on the references in this notebook (reports of the last three committees, indicators table, action list), proceed in two steps. Step 1: extract the key figures of the month, with the document name and the page for each. Step 2: write the three key messages to present at the opening of the committee, 40 words each, each tied to a figure from step 1. If an expected figure appears in no reference, write "not found" and suggest the question to ask the department concerned.

Expected result. Three key messages tied to figures located in the notebook documents, reusable every month.

Mistake to avoid. Running the same prompt again in an ordinary conversation without the documents: Copilot answers from memory and the context drifts.

Expert

7. Instructions for a meeting report reviewer agent (Expert)

ExpertContext. You use the agent builder to create an agent based on instructions only, hence at no extra cost, that your colleagues run before circulating a report.

You are the reviewer of the meeting reports of the [name] department. You do not write in the author's place: you assess and suggest corrections. Grid: decisions separated from actions, every action with an owner and a deadline, points of disagreement visible, sentences of 25 words maximum, neutral tone. Answer format: a table of criterion, score out of 2, justification, then three priority corrections phrased as instructions. If the report contains personal data naming individuals and is meant to leave the team, flag it first and offer initials. If the request falls outside review (translation, full drafting), explain that this is not your role and refer to the department's standard prompt. Sample good answer: [pasted example].

Expected result. An agent with a clear scope, which scores against a fixed grid and turns down what is not its role.

Mistake to avoid. One-line instructions ("you review meeting reports"): the agent rewrites everything, changes format and flags nothing.

Related lesson. Creating a simple agent with the agent builder

8. Have the team's report prompt improved (Expert)

ExpertContext. You submit the report prompt the team shares by email, have it rewritten block by block, then you arbitrate.

Improve the prompt below for Copilot Chat. Rewrite it under the blocks Role, Goal, Context, Sources, Format, Constraints, Verification. For each change, explain in one sentence the problem it fixes. Add a rule about names: initials only if the report leaves the team. End with the questions to ask me in order to complete the prompt.
Prompt: [the team's current prompt pasted]

Expected result. A prompt rewritten block by block, every change justified, with the rule about names and the questions that reveal the gaps.

Mistake to avoid. Adopting every suggested change without arbitrating: keep the ones that fix an observed problem and reject the rest in writing.

Related lesson. Asking Copilot to improve your prompt

Frequently asked questions

Can Copilot Chat read the management team's calendar and emails?

In Outlook, yes: it can query your mailbox, your calendar and your meetings through keyword indexing. Anywhere else, no: without the paid Microsoft 365 Copilot licence it works on the web and on the files you attach. Paste the email or export the calendar, then attach the file at the end of the prompt.

Can I paste the full transcript of a meeting?

Yes, provided it contains nothing you would not send to an external contractor. Replace names with initials when the report leaves the team, and check the confidentiality label of the meeting. Conversations are logged by your organisation.