For Case Managers ·
What you'll accomplish
This guide sets you up to draft client letters, referral letters, program notices, and professional email communications with ChatGPT in under 5 minutes each: professionally written, in plain language, and at the appropriate reading level for your client population.
What you'll need
What you should see: A blank chat interface with the message input at the bottom.
Case managers write for three very different audiences. Adjust your prompt accordingly:
Clients: Plain language, warm tone, 6th-grade reading level, specific action steps, avoid jargon Partner agencies / referrals: Professional tone, clear purpose, relevant case details (de-identified), specific request Funders / supervisors: Formal, data-supported, outcome-focused, demonstrates competence
Tell ChatGPT which audience you're writing for. The difference in output is significant.
For client letters:
Write a [letter type] for a case management client. Purpose: [what this letter is for]. Key information to include: [main points]. Audience: client with limited education. Tone: warm and supportive. Reading level: 6th grade. Length: [short / 1 page]. Include [specific elements: deadline, contact info, next steps].
For referral/partner communications:
Write a professional [letter/email] to [recipient type]. Purpose: [why you're writing]. Key information: [what they need to know — de-identified]. Tone: professional. Include: our agency contact, specific request, response deadline if applicable.
Spend 30 minutes building templates for your most frequent communications. For each one:
Common types to cover:
Every letter needs personalization before going to the client. Review the draft and add:
What you should see: A professional, clear letter that sounds like you, written in 5 minutes instead of 20.
Appointment Reminder:
Write a friendly appointment reminder letter for a client. Appointment details: [day/time/location]. What to bring: [list]. Contact to reschedule: [your info]. Warm, plain language, under 150 words.
Program Exit and Farewell Letter:
Write a program exit letter for a client completing case management services. Acknowledge their hard work and progress. Remind them of [ongoing supports they have]. Provide emergency contact information. Encouraging, warm tone. Under 250 words.
Benefits Explanation Letter:
Write a plain-language letter explaining [benefit program/decision]. Client needs to understand: [key points]. Action they need to take: [steps]. Deadline: [date]. 6th-grade reading level. Under 200 words.
Advocacy Letter to Landlord:
Write a professional advocacy letter to a landlord on behalf of a client [situation, e.g., requesting a payment plan / requesting repair completion / challenging an eviction notice]. Key facts: [de-identified relevant facts]. Professional, firm but respectful tone. Under 300 words.