Charleston AI Playbook

Directory / Prompts / Real estate

Closing-file chase emails

Updated

Problem it solves

Files stall on a missing document. The email has to name the file, the document, and the deadline without being rude.

Best tool

  • ChatGPT (free chat)
  • Claude (free chat)
  • Gemini (free chat)
  • Copilot (free chat)

The free chat is enough for one draft. ChatGPT, Claude, Gemini, and the free Microsoft Copilot chat can each do this. A paid plan only helps if you hit a usage limit. Copilot inside Word, Excel, or Outlook is a separate paid Microsoft 365 feature. You do not need it to try this once.

Copy-paste prompt

Here is a list of open closing files and their dates. For each, list missing documents and draft a polite chase email with the file number and deadline: [paste]

Replace every [bracket]. If you cannot fill one, delete that line.

Template

File: [file number or nickname]
Deadline: [date]
Missing: [documents]
Subject: [subject]
Body:
Hello [name],
We still need [documents] for [file] by [deadline].
Reply to this email and we will confirm what arrived.
Thank you,
[your name]

Download saves a .txt file. closing-chase-email.txt

Example output

A usable draft is one email per file, naming only the missing items and dates in your list. No threat and no new legal requirement.

Tips

  • This wording is in seed/use-cases.json under closing-coordinator. That entry is not in the live directory.
  • If the file number is sensitive in a general chatbot, use an internal nickname in the paste and put the real number back before you send.

Time saved

Estimate: one email is quick. A list of files is as long as the list. You still send them yourself.

How to use it

  1. Copy the prompt. Copy the prompt on this page into a free chat.
  2. Fill every bracket. Replace each [bracket] with a fact from your own notes. If you cannot fill one, delete that line instead of guessing.
  3. Edit before you use it. Do not add a penalty, a fee, or a legal consequence you did not write in the paste.

Where this came from

  • Prompt text from seed/use-cases.json (closing-coordinator). Not a live directory entry.