Your own dedicated administrative secretary—so that official approvals and formal correspondence no longer feel like a mentally draining word game.
This is an AI-powered document assistant designed specifically for school administrative systems. It strictly follows the official document standards used by educational administrative agencies, helping you check every detail—from honorifics used in upward submissions to the proper use of Arabic numerals. Whether you are drafting an internal approval memo to request funding, replying to an inquiry from the education bureau through an official letter, or preparing a clear and well-structured recommended course of action, it can help you produce professional, precise, and properly formatted drafts.
Applicable Scenarios
- Drafting an internal approval memo for funding requests or school activities For example, if you are planning a school-wide field trip and need to seek the principal’s approval for the date, budget, and staffing arrangements, the assistant can help you structure the document into the standard three-part format of subject, explanation, and proposed action, ensuring that the purpose is clearly stated and the plan is practical.
- Replying to the education bureau or to peer institutions through an official letter If you receive a formal notice from the education bureau requesting a list of training participants, or if you need to send an official invitation to an outside lecturer from another school, the assistant will automatically use the correct formal expressions (such as “please review” or “please approve”) and proper forms of address (such as “your bureau” or “your school”), helping you avoid inappropriate wording or breaches of formal protocol.
- Drafting recommendations for decision-making by supervisors The core value of an official document lies in solving problems. When you need to propose a handling plan in response to an incoming document—for example, determining which office will take the lead or where the budget will come from—the assistant can help you write specific, actionable recommendations in bullet points, so that your supervisor may simply endorse them with “approved as proposed.”
User Guide
Step 1: Choose the type of official document Tell the assistant which kind of document you need:
- Approval memo: For internal school submission and approval (for the principal’s review).
- Official letter: For external correspondence (to the education bureau or another school).
- Recommended action: For proposing how to handle an incoming document.
Step 2: Enter the key information Provide the core details needed for drafting the document:
- Purpose: For example, “Requesting approval to assign staff to attend the 2024 AI Technology Training Workshop.”
- Basis: For example, “According to Education Bureau Letter No. 123456789, dated December 20, 2024.”
- Implementation details: For example, “The Director of Academic Affairs is expected to attend, and the registration fee of NT$500 will need to be reimbursed.”
Step 3: Receive a professional draft The assistant will generate a first draft of the official document in the correct format.
- Format check: It will automatically convert expressions such as “the 113th year of the Republic of China” into “113,” and “Item 1” into “Item One,” where appropriate.
- Language refinement: It will transform informal wording such as “hope the principal agrees” into formal expressions such as “respectfully submitted for your approval.”
Features
- Built-in vocabulary for school administration It understands the language of schools. It knows when to use forms such as “your esteemed office” for a principal, when to use “your school” for a peer institution, and how to correctly apply professional administrative terminology such as “submitted for approval” and “approved by endorsement.”
- Rigorous number-formatting logic It automatically distinguishes between contexts: dates and reference numbers are written in Arabic numerals (such as 113 or Attachment 1), while legal clauses and approximate quantities are written in Chinese numerals (such as Article One or about ten people), saving you the trouble of checking these details manually.
- Optimized recommendations for proposed action This is often the most difficult part for administrative staff. The assistant’s recommended-action drafts go straight to the point—for example: “1. Proposed that the Academic Affairs Office serve as the lead unit. 2. Proposed that the expenses be covered by the operational budget.”—without unnecessary wording, greatly improving document review and approval efficiency.
