Word document generation: one sentence produces a proposal, refine over multiple rounds until satisfied

💡 One-sentence summary: Use WorkBuddy to build a pipeline from one sentence to a deliverable AI-written proposal — one sentence generates the Word draft, state the differences directly and refine over multiple rounds, and deliver directly once satisfied.

Searching for "AI writes proposals" mostly turns up template sites and sample collections, but what really eats your time is never "writing the first draft"—it's the revisions: the budget needs more detail, the schedule needs notes added, the tone needs to be worthy of your boss's approval—and every revision means redoing the formatting yourself. This lesson breaks WorkBuddy document writing into a streamlined flow: one sentence produces the draft, refine over multiple rounds until satisfied, and what you get is a file ready to deliver.

Among the action items sorted out in the previous lesson A2 meeting notes, there is often one that says "produce a proposal document"—this lesson picks it up. This is lesson 3 of route one in "Scenario practice" (submitting weekly reports, meeting notes, proposals, and PPTs every week), based on WorkBuddy v5.9.3, with content drawn from the official practice case "Document Generation and Editing," the getting-started tips "10 getting-started tips," and the zero-cost skill "office document four-piece set."

• For how to go back in a multi-turn conversation and how to reference the previous turn, see the full explanation in 2.1 conversation advanced; this lesson only covers how to use it in the Word scenario
• The data in weekly reports and the conclusions in meeting notes are ready-made material for this lesson: A1 weekly report auto-generation

What you'll be able to do after this lesson

• Use the official annual party planning proposal prompt to generate a complete five-module Word draft in one sentence: event goals, basic information, schedule arrangements, program planning, budget
• No opening the file to edit manually: tell WorkBuddy "the budget list needs to be more detailed," "add one note for each schedule segment," "make the tone more formal," and it continues editing on top of the existing content—no need to rewrite the prompt
• Apply the same sentence pattern to notices, applications, policies, and reports—all five types of formal documents listed in the official practice cases are covered
• Have WorkBuddy directly edit an existing Word document: organize structure, add a table of contents, add page numbers, handle comments and revisions (back it up before editing)

Why use WorkBuddy instead of a web-based AI?

Capability	Web-based AI	WorkBuddy
Output format	❌ A block of text in a chat box; you still have to format it yourself after copying into Word	✅ One sentence directly generates a Word document—what you get is a file
Multi-round revision	❌ Every revision regenerates the full text, then copy-paste to overwrite once more	✅ Continues editing on top of the existing content; just state one difference, no need to rewrite the prompt
Editing existing documents	❌ Can only paste text in; formatting, comments, and tables of contents are all lost	✅ DOCX built-in skill: organize structure, add table of contents, add page numbers, handle comments and revisions
Feeding long material	❌ Long texts pasted segment by segment; multiple files are even more troublesome	✅ Drag Word, PDF, TXT, Markdown files in as material, up to 50 files at once
File privacy	❌ The whole document is uploaded to the web, and the processing is invisible	✅ File processing is done locally by default; raw data never goes to the cloud

Your current predicament

• Suddenly called on to produce a proposal: you open Word and stare at a blank page; by the time the title and formatting are done, the whole morning is gone
• A copied template doesn't look like "your company's proposal": budget categories, schedule details, leadership preferences—all have to be refilled line by line
• You wrote a version with a web-based AI, but the formatting fell apart when you copied it into Word; when one change means the whole document should update, you have to regenerate and re-paste all over again
• One remark from your boss—"make the tone more formal"—and you revise from the title to the signature, working late into the night

When to use this technique

When you need to:

• Quickly produce formal documents—notices, proposals, applications, policies, reports; these are exactly the five types listed in the official practice cases
• A proposal that can withstand line-by-line scrutiny: complete in structure, formal in tone, ready to submit for approval
• To continue working on an existing Word document: add a table of contents, add page numbers, organize structure, handle comments and revisions

And you don't want to:

• Start from the first character in a blank document
• Regenerate the full text and copy-paste once more with every revision
• Manually adjust heading levels, tables of contents, and page numbers

🎒 Preparation before starting

• completed 1.4 the first task: from one sentence to an acceptable deliverable, knows how to create a task and can find the deliverable in the results area
• Think through three things: who will read this document (reader), what it should achieve (goal), and what tone—the officially recommended approach is to directly describe the document's goal, audience, tone, and structure requirements
• Having material on hand is even better: drag relevant meeting notes and data files directly into the task (Word, PDF, TXT, Markdown are all accepted); without material, one sentence is enough to get started
• If you want to edit an existing Word document, first make a backup copy of the original file (add "_backup" or today's date to the filename)
• Have credit balance remaining: all WorkBuddy conversations consume credits, and the trial version includes 500 base credits per month
• 12 minutes; ideally, practice with a document you actually need to submit this week

Follow along with me

Step 1: State your need in one sentence—the first instruction for AI to write a proposal

Why: The officially recommended approach comes down to one sentence—directly describe the document's goal, audience, tone, and structure requirements. WorkBuddy can't read minds; the less information you give, the more chaotic its room for improvisation.

Action (create a new task and send the official example prompt verbatim):

Please help me generate a formal company annual meeting planning proposal, including event goals, basic information, schedule arrangements, program planning, and budget. The overall tone should be formal, suitable for submission to management for approval.

This prompt, broken down, covers exactly four things: goal (annual meeting planning proposal), structure (five modules), tone (formal), reader (submitted to management for approval). For any formal document you write in the future, just fill in this skeleton.

You should see: WorkBuddy starts executing, and the results area delivers a Word document draft—with all five modules present: event goals, basic information, schedule arrangements, program planning, and budget.

• Draft generated, with all five modules present

Step 2: Read through the draft and mark what needs changing

Why: The first response is only a starting point. The official getting-started tips put it plainly: the conversation is multi-turn—the first round sets the direction, and subsequent rounds gradually narrow things down and calibrate.

Action: Open the draft and read it through, then find faults along the three dimensions from the official usage advice—reader (is the content depth right), structure (are any modules missing), tone (is it worthy of an approval occasion)—and turn the unsatisfactory parts into a list of one item per sentence.

You should see: The draft is usable but not perfect—for example, the budget only has rough figures, and the schedule steps lack notes. This isn't failure; this list is exactly the input for the next round of revisions.

• I listed at least 2 points to change, one sentence each

Step 3: Multi-round polishing—state the differences directly, don't rewrite the prompt

Why: The official revision method is explicit: after the document is generated, there's no need to manually open the file and modify it item by item—just keep telling WorkBuddy your adjustment feedback, and it will continue revising on top of the existing content, without rewriting the entire prompt.

Action (chat-like: send each idea as it comes; the official three original lines can be used directly):

The budget list needs to be more detailed.

Please add one note for each step in the schedule.

Make the overall tone more formal, suitable for the boss's approval.

Beyond these three lines, the official tips also offer several general adjustment phrasings: point out the problem directly ("The third paragraph's logic doesn't flow; rewrite it"), add constraints (audience, scenario, format, length), or switch role perspective (have it check again from the boss's point of view).

You should see: Each time you send a line, the document updates once on top of the existing content—the budget gets finer, the schedule gains notes, and previously fixed parts aren't overturned. If you over-correct, you can roll back to a previous round and start again; see 2.1 Conversation Advanced for the procedure.

💡 This is WorkBuddy's unique value

With a web-based AI, every revision means regenerating the full text, then copying and pasting it back into Word to overwrite it once more—and the formatting may get messed up. WorkBuddy keeps revising directly on the document: you state the differences, it edits the file, until you're satisfied—you never have to touch the layout from start to finish.

• I polished for at least two rounds, stating only the differences each round, without rewriting the entire prompt

Step 4: Practice with another document type—AI writes notices, applications, reports

Why: This "goal + reader + tone + structure" formula isn't just for proposals. The applicable scenarios listed in the official practice cases are exactly five categories: notices, proposals, applications, policies, and reports.

Action (swap the document type in the formula, e.g., a holiday notice):

Please help me generate a formal Mid-Autumn Festival holiday notice, including holiday dates, on-duty arrangements, and return-to-work requirements. The tone should be clear and friendly, suitable for all staff to read.

You should see: With the same formula and swapped keywords, the notice draft still comes out with complete structure—holiday dates, on-duty arrangements, and return-to-work requirements all present. Applications, policies, and reports work the same way: state the reader and structure first, then add the tone.

• I generated a second document type with the same formula

Step 5: Let WorkBuddy take over an existing Word document (AI polishes documents)

Why: A lot of work isn't writing from scratch but revising old drafts. That's exactly what the DOCX built-in skill of the office document suite does: generate documents, organize structure, add a table of contents, add page numbers, and handle comments and tracked changes.

Action (first make a backup copy of the original file, then drag it into the task):

Help organize this document's structure and add a table of contents and page numbers.

Polishing old drafts works the same way—the revision feedback is the same as in Step 3: just state the differences. Follow the two pieces of advice from the official skills page: use the corresponding skill for whatever file you have (Word corresponds to DOCX); prioritize working on the original file to reduce the losses from manual format conversion.

You should see: The original file is updated per your requirements—structure, table of contents, and page numbers in place, comments and tracked changes handled. If it's over-corrected, the original copy with "_备份" (backup) in the filename is still there, ready to roll back at any time.

• Existing document updated per my requirements, original file backed up

📋 Magic Prompts

How do you write prompts for formal documents without producing wasted drafts? Lock down the four elements—"goal, reader, tone, structure"—then let the AI fill in the real substance. The three prompts below cover three use cases: "practice following the official example," "general use for any document," and "every round after the first draft." Placeholders are marked with 【】; swap in your own and they're ready to run.

📝 Annual Meeting Planning Proposal Generator (Full Official Example Version)

Expected effect: A templated version of the example prompt from the official practice cases—one sentence produces a five-module draft, ready to practice with directly.

## Role
You are an event planner in the company's administrative department, skilled at writing proposals that pass management approval.

## Task
Please help me generate a formal company annual meeting planning proposal.

## Input Information
### Required Items
- Company and event background:【company name, expected headcount, time and location range】
- Submitted to:【e.g., management for approval】

### Optional Items
- Modules that must be included:【e.g., event goals, basic information, schedule arrangements, program planning, budget?】
- Tone:【e.g., formal?】
- Length:【e.g., 3-5 pages?】

## Output Specifications
- Word document; clear module headings; budget presented as a table

## Constraints
- ✅ All five modules present: event goals, basic information, schedule arrangements, program planning, budget
- ✅ Formal tone, suitable for submission to management for approval
- ❌ Do not fabricate specific vendor quotes; give the budget as estimates
- ❌ No empty platitudes

📝 One-Sentence Formal Document Generator (for Notices/Applications/Policies/Reports)

Expected effect: Apply the official "goal, audience, tone, structure" formula to any formal document—just swap the keywords and it works, covering notices, applications, policies, and reports in one version.

## Role
You are my office assistant, skilled at writing well-structured formal documents.

## Task
Please help me generate a formal【document type: notice/application/policy/report】.

## Input Information
### Required Items
- Document topic:【e.g., Mid-Autumn Festival holiday notice, office equipment purchase application】
- Target readers:【e.g., all staff, direct supervisor, management】

### Optional Items
- Modules that must be included:【e.g., holiday dates, on-duty arrangements, return-to-work requirements?】
- Tone:【e.g., formal, clear and friendly?】
- Length:【e.g., within 1 page?】

## Output Specifications
- Word document; clear module headings; key information such as times, audiences, and requirements easy to see at a glance

## Constraints
- ✅ State the structure in one go: modules and their order follow what I give
- ✅ Tone matches the target readers
- ❌ Do not omit any modules I specify
- ❌ Do not add sections I didn't ask for

📝 Multi-Round Polishing Instruction Card (Every Round After the First Draft)

Expected effect: After the first draft, this is all you need—state only the differences, and let WorkBuddy keep revising on top of the existing content, without overturning the confirmed parts.

## Role
You are my document editor, responsible for making incremental changes to the existing draft.

## Task
On the basis of the current document, continue revising according to the feedback below.

## Input Information
### Required Items
- Revision feedback:【one or more items, e.g.: The budget list needs to be more detailed;
  Please add one note for each step in the schedule;
  Make the overall tone more formal, suitable for the boss's approval】

### Optional Items
- Parts to keep unchanged:【e.g., the confirmed chapters one and two?】
- Role perspective:【e.g., check again from the perspective of the approving leader?】

## Output Specifications
- Update on top of the existing content and output the updated Word document

## Constraints
- ✅ Every piece of feedback is implemented in the document
- ✅ State the differences directly: where to add, cut, or adjust the style
- ❌ Do not regenerate the full text
- ❌ Do not change the parts I asked to keep unchanged

Checkpoint ✅

• The first draft covers all five modules: event goals, basic information, schedule, program planning, and budget
• I polished for at least two rounds, stating only the differences each round, without rewriting the entire prompt
• Every revision comment has been addressed: the budget list is more detailed, the schedule steps now include notes, and the tone fits an approval context
• The tone matches the reader: formal enough for management approval, clear and friendly for all staff
• Before asking WorkBuddy to modify an existing document, the original file has a "_backup" copy or a copy with a date
• The final version is a Word document file, findable in the workspace and ready to send out as is

Pitfall reminders

❌ Just tossing out one line: "help me write a proposal"

Symptom: what you get back is vague and generic, or it asks you back what you want written.

Cause: the official getting-started tips use this as the counter-example—the less information you give, the more chaotic its room for interpretation; WorkBuddy cannot read minds.

Correct approach: restate the request using the four elements of "goal + reader + tone + structure", or use the magic prompt above directly. If you are unsure what information to provide, first ask it: "I want to do XX—what information do you need from me?"—this is an official tip for beginners.

❌ Giving up after an unsatisfying first version, or rewriting the entire prompt

Symptom: either concluding "AI is no good at writing proposals" and stopping there, or writing a long new prompt from scratch every round.

Cause: the official tips say this is the biggest waste—the conversation is multi-turn, and the first response is only a starting point; and a second revision never requires rewriting the whole prompt.

Correct approach: just state the differences. "The budget list needs more detail" "Make the tone more formal"—one sentence is enough; WorkBuddy will keep editing on top of the existing content, one round of edits, one round of review.

❌ Not backing up before letting WorkBuddy modify an existing document

Symptom: after the edits, you find it deleted paragraphs you wanted to keep, or the formatting was changed, and the original version has been overwritten.

Cause: the official tips explicitly warn: WorkBuddy sometimes over-edits—deleting content you wanted to keep and disrupting the original formatting.

Correct approach: make a copy before editing the file, adding "_backup" or the current date to the filename; for important documents, confirm after each round of edits.

❌ Asking for a document of dozens of pages in one go

Symptom: it outputs a lot of content, but none of it satisfies you.

Cause: the official "small steps, fast iterations" tip warned about this: dumping a huge request all at once usually produces quantity without quality.

Correct approach: break it into small steps—ask for the outline or core sections first, and once the direction is confirmed, have it expand the next part; at each step you can check whether the direction is right and pull it back in time if it drifts, instead of tearing up the whole document and redoing it.

Advanced tips (optional)

🔧 Switch to Plan mode first for important documents. Among the three execution modes, "Plan" means it proposes the approach first and executes after confirmation—when you are unsure how it intends to write, switch over to review its thinking before it starts.

🔧 Give it an expert identity. The built-in "expert" capability offers preset roles for various industries (such as legal advisor, product manager, data analyst, marketing copywriter); once you pick the right expert, it organizes its answers along that role's thinking, giving more reliable results for highly professional documents.

🔧 Drop in a sample you like and say "follow this one." For the "feel" that words cannot capture, a reference sample you are happy with is a concrete anchor—tone, structure, and formatting can all be aligned, which beats writing ten lines of abstract requirements.

🔧 If the conversation drifts further off course, start a new task. When a session runs too long and it starts "forgetting what it said earlier", do not push through—start a new task and briefly restate the key background; this is often more effective than repeatedly patching the old context.

Lesson summary

✅ End-to-end proposal writing with AI: one sentence (goal + reader + tone + structure) for the first draft → read through and list the differences → iterate until satisfied.

✅ Official annual meeting prompt: five modules—event goals, basic information, schedule, program planning, and budget; formal tone, submitted to management for approval.

✅ State only the differences when revising: more detailed budget, add notes to the schedule, more formal tone—no need to rewrite the prompt; WorkBuddy keeps editing on top of the existing content.

✅ One approach for five types of formal documents: notices, proposals, applications, policies, and reports—same set of phrasing.

✅ Use the built-in DOCX skill for revising old drafts: tidy up the structure, add a table of contents, add page numbers, handle comments and tracked changes; back up before editing.

Key information recap:

Item	This lesson's approach
First instruction	Goal + reader + tone + structure—state all four elements clearly at once
Official example	Annual meeting planning proposal: event goals, basic information, schedule, program planning, budget; formal tone, submitted to management for approval
Second revision	State the adjustments directly (e.g., more detailed budget); no need to rewrite the prompt, keep editing on top of the existing content
Applicable documents	Notices, proposals, applications, policies, reports
Built-in DOCX skill	Generate documents, tidy up the structure, add a table of contents, add page numbers, handle comments and tracked changes
Backup approach	Make a copy before modifying an existing document, adding "_backup" or the current date to the filename

Next lesson preview

The proposal document is handed off, but the presentation still needs a PPT—next lesson you will learn A4 Generating a PPT in one sentence: from source material to presentation slides.

You will learn:

• The official 10-page presentation PPT prompt: highlight achievements, data, and next steps
• Generate slides directly from project summary materials
• Use a document-generation expert to improve layout quality

Related tutorials

• Generating a PPT in one sentence: from source material to presentation slides
• Conversation advanced: multi-turn adjustments, rollback, and references
• Automatic weekly reports: every Friday at 17:00, auto-summarize and hand it off