For Investment Fund Managers ·
What you'll accomplish
Every due diligence questionnaire asks for the same process, risk and discipline answers, and each time they get rebuilt from old files. In this setup, your CCO-approved answer library lives in a ChatGPT Project. You paste a new question and get a draft assembled only from library entries, with the entry code after every sentence and a clear bracket where the library has no answer.
The draft is a working copy for you. Your CCO approves the final answer before it goes to a consultant or investor.
What you'll need
Data caution for this workflow. Only text your CCO has approved belongs in the library file. Material non-public information never goes into any AI tool. Consultant scores, side letters, fee terms, investor and client names, undisclosed holdings, trade ideas and the firm's models stay in the firm's systems unless the firm approved ChatGPT for that data and your CCO allows it. Data from a terminal or research provider is licensed, so check the licence before any of it goes into a file. Practice with the invented library in this guide. Before real use, open ChatGPT's data controls to check whether chats and files are used for training and how long they are kept, check OpenAI's own pages on project sharing, and ask your CCO which tools are approved and how chats are kept.
For practice, make a small invented library. Paste this into a text file named "library-invented.txt":
LIB-04 Investment process (invented)
Our process starts with analyst research on companies in the strategy's universe. Each idea is written up as a thesis and presented to the investment committee.
LIB-07 Risk limits (invented)
The strategy limits any single position to 12.0 of the portfolio and any sector to 35.0. Limits are checked against the portfolio system. Figures as of 30 September 2026.
LIB-12 Sell discipline (invented)
A holding is reviewed for sale when its thesis breaks or when a position exceeds its limit. The investment committee records the reason for each sale.
What you should see: A new project page with areas for files and instructions. Troubleshooting: Menu names change. If you cannot find Projects, check OpenAI's own help pages for plan availability. Third-party guides conflict on which plans include Projects and what the file limits are, so rely on OpenAI's pages.
What you should see: The file name listed in the project. Troubleshooting: If the upload is refused, check the file size and type against OpenAI's file upload help page, or split the library into two files.
You help a portfolio manager draft answers to due diligence questions.
Use only the text in the project's library file. Never use outside knowledge about investing.
Rules:
1. After every sentence, write the library entry code in brackets, such as [LIB-04].
2. Where a question or part of a question has no matching library entry, write: [no library answer: PM to write, CCO to approve].
3. Never write a figure that is not in the library. Next to every figure, write its as-of date from the library.
4. Do not add a comparison, a claim, a forecast or a recommendation.
5. Do not combine entries into a new claim that no single entry makes.
6. Start every output with the label: Draft for PM and CCO review.
7. End with a list of the entry codes used.
Start a chat inside the project and paste:
Question (invented): Describe your investment process and how you control risk.
What you should see: A labelled draft built from three entries. The process sentences carry [LIB-04]. The risk limits sentence carries [LIB-07], and the figures 12.0 and 35.0 carry the as-of date 30 September 2026. The sell sentence carries [LIB-12]. The part of the question about how often risk is reviewed, which none of the three entries covers, shows [no library answer: PM to write, CCO to approve]. Troubleshooting: If the draft contains a sentence with no code, tell ChatGPT to remove it or mark it as a gap.
What you should see: Each sentence traces to one entry. Troubleshooting: If a figure is out of date, the library needs updating first. Do not edit the number in the draft.
Find gaps across a list of questions:
Here is a list of questions. For each, say which library entry codes might apply, or write "no entry". Do not draft answers.
[paste the questions]
Check consistency:
Compare the entries LIB-04 and LIB-12. List any wording where they could be read as inconsistent. Do not rewrite them.
Shorten without changing meaning:
What you should see: A clean file where every entry has a code. Troubleshooting: If your library has no codes, add them first. The codes are how you trace every sentence back to approved text.
What you should see: The instructions saved with the project. Troubleshooting: If a draft ignores a rule, add one more line that names the exact mistake.
Shorten this draft to the word limit of 150 words. Keep the entry codes. Do not add anything. [paste the draft]
Library update list:
From the questions I pasted today, list the topics that had no library entry, so I can ask the CCO for approved text.