Controlling Output Format and Length

Getting the right content is only half the battle. Getting it in the right format saves editing time and ensures usability.

Why Format Matters

The same information formatted differently serves different purposes:

Format	Best For
Bullet points	Quick scanning, action items
Numbered lists	Sequential steps, rankings
Tables	Comparisons, data presentation
Paragraphs	Narrative, explanations
Headers + sections	Long documents, navigation

Specifying Length

Word Count Approach

Write a product description in exactly 50-75 words.

Sentence Count

Summarize this article in 3 sentences.

Structural Limits

Create an executive summary:
- 1 opening statement
- 3-4 bullet points
- 1 closing recommendation

Relative Instructions

Make this more concise — aim for half the current length.

Character Limits (for social media)

Write a tweet under 280 characters about [TOPIC].
Include: key message, hashtag, CTA

Format Specification Techniques

Tables

Present this comparison as a table with these columns:
| Feature | Product A | Product B | Winner |

Include 5-6 key comparison points.

Structured Documents

Format the output as:

## Section 1: [Topic]
Brief intro (2 sentences)
- Key point 1
- Key point 2

## Section 2: [Topic]
[Same structure]

## Summary
3 bullet takeaways

JSON/Structured Data

Return the analysis as JSON:
{
  "summary": "one sentence",
  "key_findings": ["finding 1", "finding 2", "finding 3"],
  "recommendation": "one sentence",
  "confidence": "high/medium/low"
}

Specific Formats

Write this as:
- Email format with Subject, Body, and Signature sections
- Memo format with To, From, Date, Re, and Body
- FAQ format with Q: and A: pairs

Controlling Tone Through Format

Format affects how content feels:

Formal report:

Structure: Executive Summary → Background → Analysis → Recommendations → Appendix
Language: Third person, passive voice acceptable
Length: Detailed, comprehensive

Quick brief:

Structure: Bottom Line Up Front → Supporting Points → Action Required
Language: Direct, active voice
Length: One page maximum

Casual update:

Structure: What happened → Why it matters → What's next
Language: Conversational, first person OK
Length: 3-4 short paragraphs

Common Format Problems and Fixes

Problem: Output is too long

Fix: Add explicit limits

Keep total response under 200 words.
Maximum 5 bullet points.
No more than 3 paragraphs.

Problem: Output is too generic

Fix: Request specific structure

Include:
- One specific example
- One data point or statistic
- One actionable recommendation

Problem: Hard to scan

Fix: Request visual hierarchy

Use:
- Bold for key terms
- Bullet points for lists
- Headers for sections
- Short paragraphs (2-3 sentences max)

Problem: Missing elements

Fix: Create a checklist

Ensure output includes:
✓ Opening hook
✓ Three main points
✓ Supporting evidence for each
✓ Clear call to action
✓ Closing summary

Real Example: Format Transformation

Same content, different formats:

As bullet points:

List 3 benefits of our new feature as bullet points, each under 15 words.

As a paragraph:

Explain these 3 benefits in a single flowing paragraph for our website.

As a comparison table:

Show these benefits vs. competitor in a comparison table.

As social proof:

Reframe these benefits as customer testimonials (create realistic quotes).

Advanced: Nested Format Instructions

For complex documents:

Create a project proposal with this structure:

1. Executive Summary (100 words max)
   - Problem statement
   - Proposed solution
   - Expected outcome

2. Background (150 words)
   - Current situation
   - Why change is needed

3. Proposed Solution
   - Approach (bullet points)
   - Timeline (table format)
   - Resources needed (numbered list)

4. Budget
   - Cost breakdown (table)
   - ROI calculation (show math)

5. Next Steps
   - Immediate actions (numbered, with owners)
   - Decision needed by [date placeholder]

Key Takeaway

Be explicit about format: specify word counts, structure, use of bullets vs paragraphs, and how you want information organized. The clearer your format instructions, the less editing you'll need to do afterward.

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Next: Learn how to chain prompts together for complex workflows. :::