Most people's first experience with an AI assistant goes something like this: they type a short question, get a bland, generic answer, and decide AI is overhyped. The problem usually isn't the tool. It's the prompt.
The prompts below are written for real small-business work. Each one gives the AI the context it needs and asks for a specific, usable output. They work in ChatGPT, Claude, Gemini or Copilot. Copy them, replace the parts in [square brackets] with your own details and adjust as you go.
If you are just getting started, read our guide on how to roll out AI in a small team or visit the AI adoption hub.
How to get better results from any prompt
A good business prompt usually includes four things:
- Context: who you are, who the output is for, and any background.
- Task: exactly what you want it to do.
- Format: length, structure, tone (bullets, table, email, short paragraph).
- Constraints: what to avoid, what must be included, what not to invent.
And one habit: iterate. If the first answer isn't right, say what to change ("shorter", "warmer", "remove the jargon") rather than starting over.
Customer service
1. Reply to a difficult customer email
You are a customer service lead at [business type]. Draft a reply to the customer email below. Acknowledge their frustration, explain what we will do next ([action]), and keep it under 150 words. Tone: calm, warm, professional. Do not promise refunds or timelines I haven't mentioned. Email: [paste email]
2. Build an FAQ from real questions
Here are questions customers have asked us recently: [paste list]. Group them into themes, then write a clear FAQ with a short answer for each. Flag any question where you'd need more information from me to answer accurately.
3. Create reply templates for common enquiries
We are a [business type]. Write three short, friendly reply templates for these common enquiries: [enquiry 1], [enquiry 2], [enquiry 3]. Leave placeholders for the customer's name and any specific details.
4. Summarise customer feedback
Below are recent customer reviews and comments. Summarise the main things customers like, the main complaints, and any suggestions that come up more than once. Present it as three short bulleted lists, using the customers' own wording where useful. Feedback: [paste]
Sales
5. Write a follow-up after a sales call
I just had a call with [name, role] at [company] about [product/service]. Key points: [notes]. Write a short follow-up email that thanks them, recaps what we discussed in three bullets, and proposes a clear next step: [next step]. Keep it under 180 words.
6. Prepare for objections
I sell [product/service] to [type of customer]. List the ten most likely objections a prospect might raise, and for each one suggest an honest, non-pushy response. Format as a two-column table.
7. Personalise outreach
Here is some public information about a prospect: [paste]. Write a short, personal opening line for an email that shows I've done my homework, then two sentences linking their situation to how we help: [your offer]. No flattery or exaggeration.
8. Turn notes into a proposal outline
Using these notes from a discovery conversation: [notes], create an outline for a proposal with sections for the client's situation, goals, our recommended approach, timeline, and next steps. Mark any gaps where I need to add information.
Marketing
9. Plan a month of social posts
We are a [business type] serving [audience] in [location]. Suggest a four-week social media plan with three posts per week. Mix helpful tips, behind-the-scenes and promotion of [offer]. For each post give a one-line idea and a suggested caption.
10. Rewrite copy in our brand voice
Our brand voice is [describe: e.g. friendly, practical, no jargon]. Here is an example of writing we like: [paste]. Rewrite the following text in that voice, keeping the meaning the same: [paste text].
11. Write a product or service description
Write a product description for [product/service] for our website. Audience: [who]. Key benefits: [list]. Include a short headline, a 60-80 word description and three bullet points. Don't make claims about results I haven't listed.
12. Repurpose one piece of content
Here is a blog post we published: [paste or summarise]. Turn it into: one LinkedIn post, a short email newsletter section and three short social captions. Keep the key message consistent.
Operations
13. Turn a messy process into steps
Here is how we currently handle [process], described informally: [describe]. Turn this into a clear, numbered standard operating procedure. Note any steps that seem unclear or where things could go wrong.
14. Summarise meeting notes into actions
Below are rough notes from our team meeting. Summarise the key decisions, then list action items in a table with columns for task, owner and deadline. If an owner or deadline isn't mentioned, write "TBC". Notes: [paste]
15. Draft a supplier email
Draft a polite but firm email to our supplier [name] about [issue, e.g. a late delivery]. Explain the impact on us, ask for [specific request], and request a reply by [date]. Under 150 words.
16. Create a checklist
Create a practical checklist for [task, e.g. opening the shop each morning / onboarding a new client]. Group the items into logical sections and keep each item short and actionable.
HR and people
17. Write a job advert
Write a job advert for a [role] at our [business type] in [location]. Key responsibilities: [list]. Must-haves: [list]. Nice-to-haves: [list]. Tone: welcoming and clear. Use inclusive language and avoid unnecessary jargon.
18. Create interview questions
Suggest eight interview questions for a [role], focusing on [skills/values]. For each one, briefly note what a strong answer might include.
19. Plan a new starter's first week
Create a first-week onboarding plan for a new [role] joining a team of [number]. Include a mix of introductions, training, shadowing and a small early win. Present it day by day.
Finance and admin
20. Explain a document in plain English
Explain the following [contract clause / tax letter / policy] in plain English. Summarise what it means for a small business like ours, and list any questions I should ask an accountant or lawyer. Don't give a definitive legal or financial opinion. Text: [paste]
21. Write a friendly payment reminder
Write a polite payment reminder to [client] for invoice [number], which was due on [date]. Keep it friendly and short, and include how to pay: [details]. Then write a firmer second version for use if they don't respond.
22. Help with a spreadsheet formula
I'm using [Excel / Google Sheets]. My data has [describe columns]. I want to [goal, e.g. total sales by month]. Give me the formula, explain how it works in simple terms, and tell me where to put it.
Leadership and planning
23. Pressure-test a decision
I'm considering [decision] for my [business type]. Act as a sensible, sceptical adviser. List the strongest arguments for and against, the main risks, and three questions I should answer before deciding.
24. Draft a team update
Write a short update to my team about [news/change]. Explain what's changing, why, what it means for them and who to ask with questions. Tone: honest, positive, not corporate. Under 200 words.
25. Plan a quarter
Our main goals for the next three months are [goals]. Our team is [size/roles]. Break these into monthly milestones and weekly priorities, and highlight anything that looks unrealistic for a team our size.
Make these prompts your team's own
The real value comes when your team builds a shared prompt library:
- Save the prompts that work in a shared document, or as saved instructions or custom assistants in your chosen tool.
- Add your business context once (who you are, your customers, your tone) so you don't retype it.
- Note who uses each prompt and what changes they made.
- Review the library every month or so: keep what works, drop what doesn't.
This turns individual experiments into a team capability, and it is one of the simplest ways to make AI stick. Our AI adoption services can help you build one tailored to your workflows.
Safety reminder
A few rules apply to every prompt above:
- Check before you send. AI can be confidently wrong, especially with facts, figures, names and dates.
- Don't paste sensitive data (passwords, bank details, sensitive personal information) unless you've confirmed your plan's data terms allow it.
- Use your business account, not a personal one, for work.
- Don't let AI make final calls on legal, financial, HR or medical matters. Use it to prepare, then involve the right professional.
Get the free AI Adoption Starter Guide
These prompts are a great start. Our free AI Adoption Starter Guide shows you how to choose your first use cases, pick the right tool, roll it out in 30 days, keep your data safe and measure whether it's working, with more starter prompts included.