RTF Methodology: Quick Prompts That Work
While the CREATE framework provides comprehensive prompt structure, sometimes you need results fast. The RTF (Role-Task-Format) methodology gives you 80% of the results with 20% of the effort.
What is Prompt Engineering?
Prompt Engineering is simply crafting effective prompts to get the most out of AI. The quality of AI output directly reflects the quality of your input. RTF helps you structure that input quickly and effectively.
The RTF Framework
RTF stands for three essential components:
| Component | Question | Purpose |
|---|---|---|
| R - Role | Who should the AI be? | Sets expertise and perspective |
| T - Task | What do you need done? | Defines the specific action |
| F - Format | How should the output look? | Structures the response |
RTF in Action
Basic Example
Without RTF:
"Write something about onboarding new employees."
With RTF:
Role: You are an HR manager at a 50-person company with 10 years of experience.
Task: Create a first-day checklist for new employees that covers IT setup, introductions, and paperwork.
Format: Provide a numbered checklist with time estimates for each item.
Professional Examples by Use Case
For Customer Communications
Role: You are a customer success manager who prioritizes clarity and empathy.
Task: Write a response to a customer who received a damaged product and is upset about the inconvenience.
Format: Email format with subject line, 3 paragraphs maximum, include specific next steps.
For Internal Documentation
Role: You are a technical writer who explains complex processes to non-technical staff.
Task: Document the process for submitting expense reports in our new system.
Format: Step-by-step guide with numbered instructions, include screenshots placeholders marked as [SCREENSHOT: description].
For Strategic Planning
Role: You are a business strategist advising a small non-profit board.
Task: Identify three potential risks of implementing a new donor management system.
Format: Table with columns for Risk, Likelihood (High/Medium/Low), Impact, and Mitigation Strategy.
When to Use RTF vs. CREATE
| Situation | Use RTF | Use CREATE |
|---|---|---|
| Quick internal tasks | Yes | Overkill |
| Customer-facing content | Starting point | Final polish |
| Complex multi-part requests | Not enough | Yes |
| Brainstorming and ideation | Yes | Overkill |
| High-stakes communications | Starting point | Yes |
| Repetitive daily tasks | Yes | For template creation |
RTF Templates for Common Tasks
Email Drafting
Role: You are a [job title] who writes [professional/friendly/formal] emails.
Task: Write an email to [recipient type] about [topic] that [desired outcome].
Format: Subject line + body, [X] paragraphs, include [specific elements].
Meeting Preparation
Role: You are an executive assistant preparing [meeting type].
Task: Create an agenda for a [duration] meeting about [topic] with [attendee types].
Format: Agenda with time blocks, discussion items, and action item placeholders.
Content Creation
Role: You are a [content type] writer for [audience description].
Task: Write a [content piece] about [topic] that [goal/outcome].
Format: [Structure requirements], approximately [length], tone should be [descriptor].
Data Analysis
Role: You are a business analyst reviewing [data type].
Task: Analyze [specific data/metrics] and identify [what to find].
Format: Summary paragraph + bullet points of key findings + recommended actions.
Process Documentation
Role: You are a [operations manager/trainer] documenting procedures.
Task: Create [type of document] for [process name] that [purpose].
Format: [Step-by-step/flowchart/checklist], include [specific elements].
Common Mistakes and Fixes
Mistake 1: Vague Role
Weak: "You are a helpful assistant." Strong: "You are a grant writer with 15 years of experience in non-profit funding applications."
Mistake 2: Unclear Task
Weak: "Help me with my presentation." Strong: "Create 5 slide titles and bullet points for a 10-minute presentation to our board about Q3 results."
Mistake 3: Missing Format
Weak: "Write about our new product." Strong: "Write about our new product as a 200-word product description with 3 bullet points highlighting key features."
Leveling Up Your RTF Prompts
Add Constraints
After your basic RTF, add limitations:
- "Do not use jargon"
- "Keep sentences under 20 words"
- "Avoid exclamation points"
- "Use only information I provide"
Add Context
Provide background when it matters:
- "Our company sells B2B software to manufacturers"
- "The recipient is a first-time customer"
- "This is for an audience unfamiliar with AI"
Add Examples
Show what you want:
- "Similar to this example: [paste example]"
- "Match this tone: [paste sample]"
- "Follow this structure: [paste template]"
Quick Reference Card
Before every prompt, ask yourself:
- Role: Did I specify WHO the AI should be?
- Task: Did I clearly state WHAT I need?
- Format: Did I define HOW the output should look?
If you can check all three boxes, you're ready to prompt.
Practice Exercise
Transform these weak prompts using RTF:
- "Write a thank you note."
- "Summarize this article."
- "Help me plan an event."
- "Create a social media post."
- "Draft a policy."
Compare your RTF versions with a colleague to see different approaches to the same challenge.