Remove information the task does not need
If a document contains confidential or personal data, do not paste it wholesale into a general chat. Redact or create a synthetic version when possible, and use an authorised service for real sensitive material. Keep the document title, date, sections, and appendices visible so you can inspect coverage.
Map the document before summarizing it
Ask for the detected page or section count, headings, tables, footnotes, appendices, and unreadable parts. Compare that map with the file. If an 18-page PDF produces a 12-page map, stop and resolve the missing pages before using the summary.
Before summarizing, map the document.
Report the title, date, pages or sections read, headings, tables, notes, and appendices.
List any blank, scanned, unreadable, or uncertain part.
Do not summarize yet. If you cannot verify the page count, say so.Request a summary that points back to the text
A useful summary separates key points, actions, deadlines, exclusions, and unresolved questions. Ask for the section behind each important claim.
Summarize this document in at most ten points.
Then list: deadlines and obligations; amounts; exclusions; open questions; and actions to take.
For each important point, cite the source section or a short passage.
Do not add facts absent from the text. If something is unclear, write “not clear from the document”.Try the check on a small synthetic offer
Suppose a site-maintenance offer lists €90 per month plus a €240 setup fee. It promises a response within two working days, not a completed fix. An appendix excludes hosting, domain fees, new features, and urgent work. At twelve months, the listed base cost is €90 × 12 + €240 = €1,320 before VAT and extras.
A reliable summary should preserve the setup fee and the appendix, distinguish response time from resolution time, and leave renewal, cancellation, and extra-work pricing as unanswered questions. If it says hosting is included or that a fix is guaranteed within two days, return to the source and correct the output.
Item: [amount, date, obligation, or exclusion]
Extracted value: [value]
Source: [page, section, or heading]
Manual check: [confirmed / not confirmed]
Open question: [if ambiguous or missing]Handle scanned files separately
Selectable text can usually be copied directly. A scanned PDF or screenshot needs OCR, then a manual check of names, figures, and dates. Do not ask the model to calculate totals until the extracted inputs are confirmed. A correct sum over a misread number is still wrong.
Sources and limits
OpenAI documents file-upload capabilities and limits, which vary by product and plan, and warns that answers can be inaccurate. The summary remains a navigation aid; return to the original document before acting on costs, deadlines, obligations, or signatures.