01
Define hold scope precisely
Dates and topics.
Made for people in Government
Issue a Records Retention Hold Notice That People Actually Follow
25 min
Intermediate
Government
Career outcome:
Avoid Professional Risk
Tell people exactly what to stop deleting and where records live.
We'll use them to write your prompt.
Completed ✓
Make Your Play
Give us the situation. We’ll build the prompt.
Hold notices fail when they are legal jargon without systems or dates.
Your answers save as you type.
What you'll do
This is the plan inside your prompt. Add your details first. Then follow these steps with ChatGPT or Claude.
02
List custodians and systems
Where records live.
03
Draft the notice in plain language
Stop normal destruction.
04
Plan acknowledgment and reminders
Paper the compliance.
Make Your Play
Issue a Records Retention Hold Notice That People Actually Follow
Tell us what the prompt needs to know
Start with the questions below. Each answer personalizes the playbook and builds the prompt you’ll use at the end.
Your situation
Case, investigation, or audit. Known parties and dates.
0/10000
Topics, people, date range, systems.
0/10000
Who must act and technical contacts.
This playbook was updated. Review your inputs before copying.
What you'll do
Check a step when you finish it.
01
Define hold scope precisely
Dates and topics.
02
List custodians and systems
Where records live.
03
Draft the notice in plain language
Stop normal destruction.
04
Plan acknowledgment and reminders
Paper the compliance.
Fill in the fields above to generate your prompt preview.
Assembled prompt
Beginner instructions
Fill the fields with this week’s real details. Incomplete notes beat invented polish.
Run the assembled prompt, answer follow-ups with specifics, then copy the deliverable into your own doc and verify names and numbers.
Advanced instructions
Add constraints the model can’t see: politics, licensing, cash timing, union rules, or family bandwidth.
After the first pass, ask it to attack the weakest assumption in the draft.
Use this when
Counsel said preserve records, or you learned of an investigation involving your program.
You'll need
- Trigger and matter
- Scope of records
- Custodians and IT
You'll get
- A a hold notice: scope, custodians, systems, and preservation instructions you can use without rewriting it from scratch.
By the end of this playbook
You will have:
- A a hold notice: scope, custodians, systems, and preservation instructions you can use without rewriting it from scratch.
Examples
Progress 1 of 4