Smarter Week

How to automate it

How to automate “write letters and notices to residents or clients”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

45 min
typically, every day
55%
of the time can be automated
Easy
to set up

Fix 1 of 2

Software featureBest fix

Use approved letter templates with merge fields

Templates in the case system or Word mail merge fill names, dates and case details automatically. You check and send instead of writing each letter.

Typically saves about 50% of the time2 h to set up
  1. 1List the 10 letters and emails you send most.
  2. 2Get the wording approved once.
  3. 3Build them as templates in the case system or Word with merge fields.
  4. 4Keep them in one shared place your team can use.

Tools: Your case management system · Microsoft Word mail merge · Outlook Quick Parts

Fix 2 of 2

AI

Have AI rewrite notices in plain language and other languages

AI can rewrite a formal notice so people understand it the first time, which means fewer follow-up calls. Check that legal wording still holds.

Typically saves about 40% of the time5 min to set up
  1. 1Take the template notice (without personal details).
  2. 2Use the prompt below in your agency-approved AI tool.
  3. 3Have the right person confirm legal or policy wording is still correct.
  4. 4Save the new version as the template.
Prompt to copy
Rewrite this notice in plain language at about a 6th-grade reading level. Keep every legal requirement, date, amount and right of appeal. Put what the reader must do, and by when, at the top. Use short sentences and headings. Then translate it into [LANGUAGE]. List any wording you were unsure about changing.

[PASTE NOTICE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Agency-approved AI

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Government caseworker / clerk

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

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Other common tasks for Government caseworkers / clerks