Artificial intelligence has become an indispensable tool for small business owners, but getting useful results requires knowing how to ask. The difference between a mediocre AI response and a genuinely helpful one often comes down to how the request is structured. This skill, known as prompt engineering, transforms AI from a novelty into a powerful business asset.
This guide provides over 50 ready-to-use prompt templates covering the most common small business needs across marketing, sales, human resources, and daily operations. Each template includes customization guidance and tips for getting the best results.
Understanding Effective Prompts
Before diving into templates, understanding what makes prompts effective helps adapt them to specific situations and create new ones as needed.
The Anatomy of a Great Prompt
Effective prompts share common characteristics:
Context: Background information helps the AI understand the situation. Include relevant details about your business, audience, or specific circumstances.
Role Assignment: Telling the AI to act as a specific expert (marketing strategist, HR professional, sales coach) focuses its responses appropriately.
Specific Instructions: Vague requests produce vague results. Specify what you want: format, length, tone, and any constraints.
Examples: When possible, provide examples of what you’re looking for. The AI uses these to calibrate its response.
Output Format: Specify whether you want bullet points, paragraphs, tables, or other formats.
Customization Tips
Every template in this guide includes bracketed placeholders like [YOUR PRODUCT] or [TARGET AUDIENCE]. Replace these with your specific information. The more specific you are, the better the results.
For even better outputs:
- Add details about your brand voice (professional, casual, friendly, authoritative)
- Include information about what has or hasn’t worked before
- Specify any constraints (word limits, required elements, things to avoid)
- Request multiple options to choose from
Marketing Prompts
Marketing consistently ranks as one of the most valuable AI applications for small businesses. These templates cover content creation, social media, email marketing, and advertising.
Content Creation
Template 1: Blog Post Outline Generator
Act as a content marketing strategist for a small business. Create a
detailed blog post outline for the topic: [TOPIC].
Target audience: [DESCRIBE YOUR IDEAL READER]
Business type: [YOUR INDUSTRY/BUSINESS]
Goal of the post: [EDUCATE/SELL/BUILD TRUST/GENERATE LEADS]
Include:
- An attention-grabbing headline with alternatives
- Introduction hook
- 5-7 main sections with subpoints
- Key statistics or facts to research and include
- Call-to-action suggestions
- SEO keywords to naturally incorporate
Format as a structured outline with bullet points.Template 2: Blog Post Writer
Write a [WORD COUNT]-word blog post about [TOPIC] for [YOUR BUSINESS NAME],
a [BRIEF BUSINESS DESCRIPTION].
Target audience: [DESCRIBE READERS]
Tone: [PROFESSIONAL/CONVERSATIONAL/AUTHORITATIVE/FRIENDLY]
Primary keyword: [MAIN SEO KEYWORD]
Secondary keywords: [2-3 ADDITIONAL KEYWORDS]
Requirements:
- Include an engaging introduction that hooks readers immediately
- Use subheadings to break up content
- Include practical, actionable advice
- End with a clear call-to-action related to [YOUR GOAL]
- Write in second person (you/your)
- Avoid jargon unless defined
Do not use phrases like "in today's fast-paced world" or "at the end of
the day." Keep the writing natural and conversational.Template 3: Content Repurposing
Take the following blog post and repurpose it into multiple content pieces:
[PASTE YOUR BLOG POST OR KEY POINTS]
Create:
1. Three tweet-length summaries (under 280 characters each)
2. A LinkedIn post (150-200 words) with a professional angle
3. Five Instagram caption options with relevant hashtag suggestions
4. An email newsletter summary (100 words) with a compelling subject line
5. Three Pinterest pin descriptions
Maintain consistent messaging while adapting tone for each platform.Template 4: Case Study Framework
Help me write a customer case study for [YOUR BUSINESS NAME].
Customer details:
- Industry: [CUSTOMER'S INDUSTRY]
- Challenge they faced: [PROBLEM]
- Solution we provided: [YOUR PRODUCT/SERVICE]
- Results achieved: [SPECIFIC OUTCOMES/METRICS]
- Timeline: [HOW LONG TO SEE RESULTS]
Create a compelling case study following this structure:
1. Executive summary (2-3 sentences)
2. Customer background
3. Challenge/problem description
4. Solution implementation
5. Results with specific metrics
6. Customer quote (draft a realistic testimonial quote)
7. Key takeaways
Tone: [PROFESSIONAL/CONVERSATIONAL]
Length: [WORD COUNT] wordsSocial Media Marketing
Template 5: Social Media Content Calendar
Create a 2-week social media content calendar for [YOUR BUSINESS NAME],
a [BUSINESS DESCRIPTION].
Platforms: [INSTAGRAM/FACEBOOK/LINKEDIN/TWITTER]
Posting frequency: [X POSTS PER PLATFORM PER WEEK]
Primary goals: [BRAND AWARENESS/ENGAGEMENT/LEAD GENERATION/SALES]
Business details:
- Products/services: [LIST MAIN OFFERINGS]
- Target audience: [DESCRIBE IDEAL CUSTOMERS]
- Upcoming promotions/events: [ANY TIMELY CONTENT]
- Brand voice: [DESCRIBE YOUR TONE]
For each post, provide:
- Platform
- Post date
- Content type (image/video/carousel/text)
- Caption with appropriate length for platform
- Hashtag suggestions (where relevant)
- Call-to-action
- Visual direction (what the image/video should show)Template 6: Viral Hook Generator
Generate 10 attention-grabbing hooks for social media posts about [TOPIC]
for my [INDUSTRY] business.
Target audience: [DESCRIBE]
Platform: [INSTAGRAM/TIKTOK/LINKEDIN/TWITTER]
Each hook should:
- Stop scrollers in their tracks
- Create curiosity or emotional response
- Be appropriate for my brand voice: [PROFESSIONAL/EDGY/FRIENDLY/INSPIRATIONAL]
- Be adaptable to different content types
Provide hooks in these categories:
- Controversial/opinion (2)
- Educational/how-to (2)
- Story-based (2)
- Question-based (2)
- Statistics/facts (2)Template 7: Hashtag Research
Generate a comprehensive hashtag strategy for a [YOUR BUSINESS TYPE]
targeting [YOUR AUDIENCE] on [PLATFORM].
Provide:
1. 10 high-volume hashtags (500K+ posts) for reach
2. 10 medium-volume hashtags (50K-500K posts) for balance
3. 10 niche hashtags (under 50K posts) for targeted engagement
4. 5 branded hashtag suggestions for [YOUR BUSINESS NAME]
5. 5 community hashtags in the [INDUSTRY] space
For each category, explain the strategy behind using these types
of hashtags together.Email Marketing
Template 8: Welcome Email Sequence
Write a 5-email welcome sequence for new subscribers to [YOUR BUSINESS NAME]'s
email list.
Business: [BRIEF DESCRIPTION]
What subscribers signed up for: [LEAD MAGNET/NEWSLETTER/DISCOUNT]
Primary goal: [BUILD RELATIONSHIP/DRIVE FIRST PURCHASE/EDUCATE]
Brand voice: [DESCRIBE TONE]
For each email provide:
- Subject line (with one alternative)
- Preview text
- Email body (150-250 words)
- Call-to-action
- Suggested send timing (days after signup)
Email sequence goals:
1. Welcome and deliver promised content
2. Introduce brand story and values
3. Provide value/education
4. Social proof and testimonials
5. Soft sell with compelling offer
Keep emails conversational and focused on benefits to the reader.Template 9: Promotional Email
Write a promotional email for [PRODUCT/SERVICE/OFFER] from [YOUR BUSINESS NAME].
Promotion details:
- Offer: [DISCOUNT/BONUS/LIMITED TIME DEAL]
- Valid dates: [START TO END]
- Target audience: [WHO THIS IS FOR]
- Key benefits: [TOP 3 BENEFITS]
- Urgency factor: [WHY ACT NOW]
Provide:
- 3 subject line options (include one with emoji)
- Preview text
- Email body (200-300 words)
- Clear call-to-action
Tone: [EXCITED/PROFESSIONAL/EXCLUSIVE/FRIENDLY]
Include: [TESTIMONIAL/GUARANTEE/SCARCITY ELEMENT]
Avoid: Sounding spammy or pushyTemplate 10: Re-engagement Email
Write a re-engagement email for subscribers who haven't opened emails
in [TIME PERIOD] for [YOUR BUSINESS NAME].
Business type: [DESCRIPTION]
Typical email content: [WHAT YOU USUALLY SEND]
Incentive to offer: [DISCOUNT/EXCLUSIVE CONTENT/NONE]
Goals:
- Reconnect with inactive subscribers
- Remind them why they signed up
- Give clear option to stay or unsubscribe
Provide:
- 3 subject line options designed to stand out
- Preview text
- Email body (150-200 words)
- Call-to-action
Tone: Friendly, not guilt-tripping. Acknowledge they're busy.Template 11: Newsletter Template
Create a newsletter template structure for [YOUR BUSINESS NAME]'s
[WEEKLY/MONTHLY] newsletter.
Newsletter name: [NAME OR SUGGEST ONE]
Target audience: [DESCRIBE]
Primary purpose: [EDUCATE/NURTURE/SELL/UPDATE]
Design a repeatable template including:
1. Opening section (personal note style)
2. Main content section format
3. Secondary content/tips section
4. Product/service spotlight section
5. Community/social proof section
6. Closing and CTA
For each section, provide:
- Purpose
- Suggested length
- Content ideas
- Example copy for the first edition about [TOPIC]
Keep the overall newsletter under [WORD COUNT] words.Advertising Copy
Template 12: Facebook/Meta Ad Copy
Write Facebook ad copy for [YOUR PRODUCT/SERVICE].
Target audience: [DEMOGRAPHICS AND PSYCHOGRAPHICS]
Campaign goal: [AWARENESS/TRAFFIC/CONVERSIONS/LEADS]
Key benefit: [PRIMARY VALUE PROPOSITION]
Offer: [WHAT YOU'RE PROMOTING]
Landing page: [BRIEFLY DESCRIBE WHERE THEY'LL GO]
Provide 3 variations:
1. Short copy (under 125 characters for primary text)
2. Medium copy (125-250 characters)
3. Long copy (250-500 characters for users who engage more)
For each, include:
- Primary text
- Headline (under 40 characters)
- Description (under 30 characters)
- Call-to-action button suggestion
Use [EMOTIONAL/LOGICAL/URGENCY-BASED] appeals.
Avoid: Clickbait, exaggerated claims, or Facebook policy violations.Template 13: Google Ads Copy
Write Google Search ad copy for [YOUR PRODUCT/SERVICE].
Target keywords: [PRIMARY KEYWORDS]
Unique selling proposition: [WHAT MAKES YOU DIFFERENT]
Target audience search intent: [WHAT THEY'RE LOOKING FOR]
Offer/CTA: [WHAT YOU WANT THEM TO DO]
Create 3 responsive search ad variations with:
- 5 headlines (30 characters max each)
- 3 descriptions (90 characters max each)
Requirements:
- Include target keyword in at least 2 headlines
- Include numbers or statistics where relevant
- Create urgency without being pushy
- Highlight key differentiators
- Include clear call-to-action
Also provide 2 sitelink suggestions with descriptions.Template 14: Video Ad Script
Write a [LENGTH: 15/30/60 second] video ad script for [PRODUCT/SERVICE].
Platform: [FACEBOOK/INSTAGRAM/YOUTUBE/TIKTOK]
Target audience: [DESCRIBE]
Main message: [KEY POINT TO COMMUNICATE]
Desired action: [WHAT VIEWERS SHOULD DO]
Script structure:
1. Hook (first 3 seconds) - stop the scroll
2. Problem identification
3. Solution introduction
4. Key benefits (2-3 max)
5. Social proof element
6. Call-to-action
Include:
- Exact dialogue/voiceover text
- Visual directions for each section
- On-screen text suggestions
- Background music mood
Tone: [ENERGETIC/PROFESSIONAL/EMOTIONAL/HUMOROUS]Sales Prompts
Sales prompts help with outreach, follow-ups, proposals, and objection handling. These templates work for both B2B and B2C contexts with appropriate customization.
Prospecting and Outreach
Template 15: Cold Email Sequence
Write a 3-email cold outreach sequence for [YOUR BUSINESS NAME] selling
[PRODUCT/SERVICE] to [TARGET PROSPECT TYPE].
About us: [BRIEF COMPANY DESCRIPTION]
Target company size: [EMPLOYEE COUNT/REVENUE]
Target job titles: [WHO YOU'RE REACHING]
Key pain points we solve: [TOP 3 PROBLEMS]
Unique value proposition: [WHY CHOOSE US]
For each email:
- Subject line (keep under 50 characters, no spam triggers)
- Email body (under 150 words)
- Clear call-to-action
- Suggested timing between emails
Email goals:
1. First email: Introduce and spark interest
2. Second email: Provide value and build credibility
3. Third email: Clear ask with low-friction CTA
Tone: Professional but personable. Avoid generic sales speak.
Focus on prospect's challenges, not our features.Template 16: LinkedIn Connection Request
Write 5 LinkedIn connection request messages for reaching [TARGET ROLE]
at [TARGET COMPANY TYPE] for my [YOUR BUSINESS TYPE].
Context: [WHY YOU WANT TO CONNECT]
What you offer: [BRIEF VALUE PROPOSITION]
Character limit: Under 300 characters
Create messages for these scenarios:
1. Mutual connection exists
2. They posted content you can reference
3. Their company was recently in the news
4. You attended the same event/webinar
5. Generic but personalized approach
Each message should feel genuine, not salesy. End with soft
conversation starter rather than hard pitch.Template 17: Referral Request Email
Write a referral request email to send to existing customers of
[YOUR BUSINESS NAME].
Customer relationship: [HOW LONG THEY'VE BEEN A CUSTOMER]
Product/service they use: [WHAT THEY BOUGHT]
Incentive offered: [REFERRAL BONUS/DISCOUNT/NONE]
Email should:
- Acknowledge their value as a customer
- Make the ask feel natural, not desperate
- Make referring easy (provide exact language they can use)
- Explain any incentives clearly
- Keep it under 200 words
Provide:
- Subject line options (3)
- Email body
- Suggested follow-up timing if no responseFollow-Up Communications
Template 18: Post-Meeting Follow-Up
Write a follow-up email after a [SALES CALL/DEMO/MEETING] with a prospect.
Meeting details:
- Prospect name: [NAME]
- Company: [COMPANY]
- What was discussed: [KEY TOPICS]
- Their main concerns/questions: [LIST]
- Next steps agreed upon: [ACTIONS]
- Timeline discussed: [WHEN]
Email should:
- Thank them for their time
- Recap key points discussed
- Address any outstanding questions
- Reiterate next steps
- Include any promised materials
- End with clear next action
Length: 150-200 words
Tone: [PROFESSIONAL/CASUAL BASED ON MEETING VIBE]Template 19: Proposal Follow-Up Sequence
Write a follow-up email sequence for after sending a proposal to
[PROSPECT NAME] at [COMPANY].
Proposal details:
- Product/service proposed: [DESCRIPTION]
- Proposal value: [AMOUNT]
- Sent date: [DATE]
- Decision timeline discussed: [WHEN]
Create 3 follow-up emails:
1. First follow-up (3-5 days after): Check receipt and offer clarification
2. Second follow-up (7-10 days after): Add value and address common concerns
3. Third follow-up (14+ days): Decision-focused with soft deadline
For each email:
- Subject line
- Body (under 150 words)
- Call-to-action
Avoid being pushy while still moving toward a decision.Template 20: Lost Deal Re-engagement
Write an email to re-engage a prospect who chose a competitor or
decided not to buy [TIME PERIOD] ago.
Prospect details:
- Name: [NAME]
- Company: [COMPANY]
- Original interest: [WHAT THEY WERE CONSIDERING]
- Reason for not buying: [IF KNOWN]
- Time since decision: [MONTHS]
Email goals:
- Reconnect without pressure
- Show you remember them
- Share relevant update or value
- Open door for future conversation
Update to share: [NEW FEATURE/SUCCESS STORY/INDUSTRY INSIGHT]
Keep under 150 words. Tone: Helpful, not desperate.Proposals and Negotiations
Template 21: Proposal Executive Summary
Write an executive summary for a proposal from [YOUR BUSINESS NAME] to
[PROSPECT COMPANY].
Project overview:
- Service/product being proposed: [DESCRIPTION]
- Client's main challenges: [TOP 3 PROBLEMS]
- Our proposed solution: [APPROACH]
- Expected outcomes: [RESULTS/ROI]
- Investment: [PRICE/PRICE RANGE]
- Timeline: [DURATION]
Executive summary should:
- Be under 300 words
- Lead with the client's challenges
- Clearly state our solution
- Highlight expected ROI or benefits
- Create confidence in our ability to deliver
- End with clear next step
Tone: Confident and professional. Focus on outcomes, not features.Template 22: Objection Response Templates
Create response templates for common sales objections for [YOUR
PRODUCT/SERVICE].
Product details: [BRIEF DESCRIPTION]
Price point: [COST]
Main competitors: [COMPETITOR NAMES]
Key differentiators: [WHAT MAKES US DIFFERENT]
Create responses for these objections:
1. "It's too expensive"
2. "We're happy with our current solution"
3. "We need to think about it"
4. "We don't have budget right now"
5. "I need to discuss with my team/partner"
6. "[COMPETITOR] offers something similar for less"
7. "We tried something like this before and it didn't work"
8. "This isn't a priority right now"
For each objection provide:
- Acknowledge their concern (1 sentence)
- Reframe or address the objection (2-3 sentences)
- Question to continue the conversation
- Alternative path forward if they're firm
Tone: Understanding, never dismissive or argumentative.Customer Success
Template 23: Onboarding Check-In Email
Write an onboarding check-in email for new customers of [YOUR PRODUCT/SERVICE].
Customer context:
- Product purchased: [WHAT THEY BOUGHT]
- Days since purchase: [TIMING]
- Onboarding stage: [WHERE THEY SHOULD BE]
Email goals:
- Check on their progress
- Offer helpful resources
- Identify any issues early
- Build relationship
Include:
- Subject line
- Warm opening
- Specific question about their progress
- Helpful resource or tip
- Easy way to ask for help
- Clear CTA
Keep under 150 words. Tone: Supportive, not checking up.Template 24: Upsell/Cross-Sell Email
Write an upsell email to existing customers of [YOUR BUSINESS NAME].
Current product they own: [PRODUCT]
Recommended upgrade/addition: [UPSELL PRODUCT]
Why it's relevant: [CONNECTION TO CURRENT USAGE]
Special offer: [DISCOUNT/BONUS FOR EXISTING CUSTOMERS]
Email should:
- Acknowledge their current success with us
- Naturally introduce the additional offering
- Focus on benefits specific to their situation
- Make the offer feel exclusive
- Remove friction from purchasing
Provide:
- Subject line options (3)
- Email body (200-250 words)
- Call-to-action
Tone: Helpful recommendation, not pushy sales pitch.Human Resources Prompts
HR tasks from job postings to performance reviews benefit significantly from AI assistance. These templates maintain professionalism while saving substantial time.
Recruiting and Hiring
Template 25: Job Description Writer
Write a job description for [JOB TITLE] at [YOUR COMPANY NAME].
Company overview: [BRIEF DESCRIPTION]
Team size: [NUMBER OF EMPLOYEES]
Department: [WHERE THIS ROLE SITS]
Reports to: [MANAGER TITLE]
Location: [REMOTE/HYBRID/OFFICE LOCATION]
Salary range: [IF DISCLOSING]
Role details:
- Primary responsibilities: [LIST 5-7 MAIN DUTIES]
- Required qualifications: [MUST-HAVES]
- Preferred qualifications: [NICE-TO-HAVES]
- Success metrics: [HOW PERFORMANCE IS MEASURED]
Include:
- Engaging company/culture description
- Clear role overview
- Detailed responsibilities
- Required vs. preferred qualifications
- Benefits highlights
- Equal opportunity statement
- How to apply
Tone: [PROFESSIONAL/CASUAL/STARTUP VIBE]
Avoid: Gender-coded language and unnecessary requirements.Template 26: Interview Questions Generator
Generate interview questions for a [JOB TITLE] position at [YOUR COMPANY].
Role focus: [PRIMARY RESPONSIBILITIES]
Key skills needed: [TOP 5 SKILLS]
Team dynamics: [TEAM SIZE AND CULTURE]
Level: [ENTRY/MID/SENIOR]
Create questions in these categories:
1. Experience and background (5 questions)
2. Technical/skill-based (5 questions)
3. Behavioral/situational (5 questions)
4. Culture fit (3 questions)
5. Role-specific scenarios (3 questions)
For each question, provide:
- The question
- What a good answer demonstrates
- Red flag responses to watch for
Also suggest 3 questions candidates should ask us that would
indicate strong interest.Template 27: Candidate Rejection Email
Write a professional rejection email for candidates who interviewed
for [JOB TITLE] at [YOUR COMPANY].
Interview stage reached: [PHONE SCREEN/FIRST INTERVIEW/FINAL ROUND]
Reason for rejection: [GENERAL CATEGORY - SKILLS/EXPERIENCE/FIT]
Keep door open: [YES/NO]
Email should:
- Thank them genuinely for their time
- Deliver the news clearly but kindly
- Provide brief, constructive feedback (if appropriate)
- Maintain positive impression of company
- [IF YES] Encourage future applications
Provide 3 versions:
1. After phone screen (brief)
2. After first interview (moderate detail)
3. After final round (more personal)
Each under 150 words. Tone: Warm and respectful.Template 28: Offer Letter Template
Create an offer letter template for [JOB TITLE] at [YOUR COMPANY NAME].
Include sections for:
- Position and start date
- Compensation (salary, bonus structure)
- Benefits overview
- Work location/remote policy
- Reporting structure
- At-will employment statement (if applicable)
- Contingencies (background check, references)
- Response deadline
- Next steps
Company details:
- Company name: [NAME]
- Location: [ADDRESS]
- HR contact: [NAME AND EMAIL]
Make it professional yet welcoming. Include spaces for
customization indicated by [BRACKETS].Employee Management
Template 29: Performance Review Framework
Create a performance review template for [JOB ROLE] at [YOUR COMPANY].
Review period: [TIMEFRAME]
Company values: [LIST 3-5 VALUES]
Role responsibilities: [KEY DUTIES]
Include sections for:
1. Overall performance summary
2. Goal achievement review
3. Core competency assessment
4. Strengths recognition
5. Areas for development
6. Goals for next period
7. Employee self-assessment questions
8. Manager assessment guidelines
9. Career development discussion points
Provide:
- Rating scale explanation (1-5 with descriptions)
- Sample language for each rating level
- Questions to guide productive discussion
- Goal-setting framework for next period
Format for easy completion while encouraging thoughtful responses.Template 30: One-on-One Meeting Template
Create a one-on-one meeting template for managers at [YOUR COMPANY].
Meeting frequency: [WEEKLY/BIWEEKLY/MONTHLY]
Typical duration: [TIME]
Company culture: [BRIEF DESCRIPTION]
Provide:
1. Recurring agenda template with timing for each section
2. Question bank organized by category:
- Progress and priorities
- Challenges and support needed
- Career development
- Feedback (giving and receiving)
- Personal wellbeing
- Team dynamics
3. Note-taking template
4. Action item tracker format
Include tips for managers on:
- Creating psychological safety
- Active listening techniques
- Following up on previous discussionsTemplate 31: Employee Recognition Message
Write employee recognition messages for various achievements at
[YOUR COMPANY].
Company values: [LIST VALUES]
Recognition channel: [EMAIL/SLACK/ALL-HANDS MEETING]
Create templates for:
1. Project completion/major milestone
2. Going above and beyond
3. Exemplifying company values
4. Work anniversary (1, 3, 5, 10 years)
5. Helping a colleague succeed
6. Customer praise
7. Innovation or improvement suggestion
8. Team collaboration
Each template should:
- Be specific about the achievement
- Connect to company values where relevant
- Express genuine appreciation
- Be adaptable with [PLACEHOLDERS]
- Appropriate length for the channel
Tone: Sincere and specific, avoiding generic praise.Policies and Documentation
Template 32: Policy Document Writer
Write a [POLICY TYPE] policy for [YOUR COMPANY NAME].
Company details:
- Industry: [INDUSTRY]
- Size: [EMPLOYEE COUNT]
- Locations: [WHERE EMPLOYEES WORK]
Policy specifics:
- Purpose: [WHY THIS POLICY EXISTS]
- Key requirements: [WHAT MUST BE COVERED]
- Exceptions to consider: [SPECIAL CASES]
- Enforcement approach: [HOW VIOLATIONS ARE HANDLED]
Include sections:
1. Purpose and scope
2. Definitions
3. Policy statement
4. Procedures
5. Responsibilities (employee and manager)
6. Exceptions and accommodations
7. Consequences for violations
8. Related policies
9. Contact for questions
10. Revision history
Tone: Clear and professional. Avoid legalese where possible.
Balance employee-friendly language with necessary formality.Template 33: Employee Handbook Section
Write the [SECTION NAME] section of an employee handbook for
[YOUR COMPANY NAME].
Section topic: [SPECIFIC TOPIC]
Current practices: [HOW THIS WORKS TODAY]
Legal requirements: [ANY COMPLIANCE NEEDS]
Section should include:
- Clear explanation of policy/benefit
- Eligibility criteria
- How to request/use
- Manager responsibilities
- Examples where helpful
- Common questions answered
- Who to contact for more information
Length: [WORD COUNT] words
Tone: Informative and accessible. Employees should understand
without needing HR to explain.Operations and Productivity Prompts
Daily business operations involve countless tasks that AI can streamline. These templates cover common operational needs.
Communication
Template 34: Meeting Agenda Creator
Create a meeting agenda for [MEETING TYPE] at [YOUR COMPANY].
Meeting details:
- Purpose: [GOAL OF THE MEETING]
- Attendees: [WHO WILL BE THERE]
- Duration: [LENGTH]
- Frequency: [ONE-TIME/RECURRING]
Topics to cover:
[LIST KEY TOPICS]
Provide:
1. Pre-meeting preparation instructions for attendees
2. Timed agenda with facilitator notes
3. Discussion questions for each topic
4. Decision points clearly marked
5. Action item capture format
6. Follow-up email template
Ensure time allocated matches topic importance and allows
for discussion.Template 35: Professional Email Templates
Create professional email templates for common business situations
at [YOUR COMPANY NAME].
Company tone: [FORMAL/CASUAL/FRIENDLY PROFESSIONAL]
Create templates for:
1. Introducing yourself to a new contact
2. Requesting a meeting
3. Following up after no response
4. Delivering difficult news
5. Apologizing for a mistake
6. Thanking someone for help
7. Delegating a task
8. Requesting information
9. Providing a status update
10. Declining a request politely
Each template should:
- Be under 150 words
- Include subject line
- Have clear [PLACEHOLDERS] for customization
- Be professional yet personable
- Include appropriate sign-offTemplate 36: Announcement Communications
Write an internal announcement about [TOPIC] for [YOUR COMPANY NAME].
Announcement type: [CHOOSE ONE]
- New hire
- Promotion
- Policy change
- Company news
- Team restructuring
- New product/service launch
- Office/location update
- Event announcement
Details to include:
[SPECIFIC INFORMATION]
Audience: [ALL EMPLOYEES/SPECIFIC TEAM/LEADERSHIP]
Channel: [EMAIL/SLACK/ALL-HANDS]
Timing: [IMMEDIATE/SCHEDULED]
Announcement should:
- Lead with the most important information
- Explain the "why" where relevant
- Address likely questions
- Specify any actions needed
- Include who to contact for questions
Tone: [CELEBRATORY/INFORMATIVE/SENSITIVE/EXCITING]Business Planning
Template 37: SWOT Analysis Facilitator
Help conduct a SWOT analysis for [YOUR BUSINESS NAME].
Business context:
- Industry: [INDUSTRY]
- Size: [EMPLOYEES/REVENUE]
- Years in business: [AGE]
- Primary offerings: [PRODUCTS/SERVICES]
- Main competitors: [COMPETITOR NAMES]
- Recent changes: [ANY SIGNIFICANT DEVELOPMENTS]
Guide me through analyzing:
1. Strengths: What advantages does the business have?
2. Weaknesses: What could be improved?
3. Opportunities: What external factors could benefit us?
4. Threats: What external factors could harm us?
For each category:
- Provide 5 probing questions to uncover insights
- Suggest common factors for my industry to consider
- Help prioritize findings by impact
- Identify strategic actions based on analysis
Format results in a clear matrix with prioritized action items.Template 38: Goal Setting and OKR Creator
Help create [QUARTERLY/ANNUAL] goals for [YOUR BUSINESS/TEAM].
Current situation:
- Business stage: [STARTUP/GROWTH/MATURE]
- Top priorities: [MAIN FOCUS AREAS]
- Last period results: [KEY ACHIEVEMENTS AND MISSES]
- Resources available: [TEAM SIZE/BUDGET]
Create objectives and key results for:
[LIST 3-5 FOCUS AREAS]
For each objective:
- Clear, inspirational objective statement
- 3-4 measurable key results
- Suggested initiatives to achieve them
- Potential obstacles to anticipate
- How to track progress
Ensure goals are:
- Specific and measurable
- Ambitious but achievable
- Aligned with overall business strategy
- Time-bound within the periodTemplate 39: Competitive Analysis Framework
Create a competitive analysis for [YOUR BUSINESS NAME] versus
[COMPETITOR NAMES].
Our business:
- Primary offering: [PRODUCT/SERVICE]
- Target market: [WHO WE SERVE]
- Price point: [PRICING]
- Key differentiators: [WHAT MAKES US DIFFERENT]
Analyze competitors across:
1. Product/service comparison
2. Pricing strategies
3. Target market overlap
4. Marketing approaches
5. Strengths and weaknesses
6. Market positioning
7. Customer reviews/sentiment
8. Technology and innovation
For each competitor, provide:
- Overview of their offering
- How they compare on key factors
- Their advantages over us
- Our advantages over them
- Opportunities we can exploit
- Threats to monitor
Summarize with strategic recommendations.Customer Service
Template 40: Customer Response Templates
Create customer service response templates for [YOUR BUSINESS NAME].
Business type: [DESCRIPTION]
Products/services: [WHAT YOU SELL]
Support channels: [EMAIL/CHAT/PHONE]
Brand voice: [FORMAL/FRIENDLY/CASUAL]
Create responses for:
1. General inquiry
2. Product/service question
3. Complaint about quality
4. Complaint about service
5. Refund request
6. Shipping/delivery issue
7. Technical support request
8. Positive feedback response
9. Negative review response
10. Feature request
Each response should:
- Acknowledge the customer's concern
- Provide helpful information
- Offer clear next steps
- Include [PLACEHOLDERS] for personalization
- End with positive closing
- Be appropriate length for the channel
Include escalation triggers for each scenario.Template 41: FAQ Generator
Generate comprehensive FAQ content for [YOUR BUSINESS NAME]'s
[PRODUCT/SERVICE].
Business details:
- What you offer: [DESCRIPTION]
- Target customers: [WHO BUYS]
- Price point: [COST]
- Common support issues: [TOP PROBLEMS]
Create FAQs organized by category:
1. Product/Service Information (10 questions)
2. Pricing and Payment (5 questions)
3. Ordering and Delivery (5 questions)
4. Returns and Refunds (5 questions)
5. Account and Privacy (5 questions)
6. Technical Support (5 questions)
7. Company Information (5 questions)
For each question:
- Natural question phrasing
- Concise but complete answer
- Related questions to link
- When to escalate to human support
Format for easy website implementation.Financial and Administrative
Template 42: Invoice and Payment Communications
Create professional financial communication templates for
[YOUR BUSINESS NAME].
Business type: [DESCRIPTION]
Payment terms: [NET 30/DUE ON RECEIPT/ETC]
Payment methods: [HOW CLIENTS PAY]
Create templates for:
1. Invoice cover email
2. Payment reminder (friendly, 1 week before due)
3. Payment reminder (firm, on due date)
4. Past due notice (1 week late)
5. Final notice before collections
6. Payment received confirmation
7. Payment arrangement request response
8. Refund processing notification
Each template should:
- Be professional and clear
- Include relevant details [PLACEHOLDERS]
- Maintain good client relationships
- Specify exact amounts and dates
- Provide clear payment instructions
- Include contact for questions
Balance firmness with relationship preservation.Template 43: Vendor Communication Templates
Create vendor communication templates for [YOUR BUSINESS NAME].
Common vendors: [TYPES OF VENDORS YOU WORK WITH]
Create templates for:
1. New vendor inquiry
2. Quote/proposal request
3. Contract negotiation
4. Order placement
5. Delivery issue notification
6. Quality complaint
7. Payment terms discussion
8. Contract renewal
9. Service cancellation
10. Reference request
Each template should:
- Be professional and business-appropriate
- Clearly state the purpose
- Include necessary details
- Set expectations for response
- Maintain positive relationship
- Include [PLACEHOLDERS] for customizationAdvanced Prompting Techniques
These techniques enhance any prompt’s effectiveness and help tackle complex tasks.
Chain of Thought Prompting
Template 44: Complex Problem Solver
Help me solve this business challenge by thinking through it step by step.
Challenge: [DESCRIBE YOUR PROBLEM]
Context:
- Business: [YOUR COMPANY]
- Resources available: [BUDGET/TEAM/TIME]
- Constraints: [LIMITATIONS]
- Previous attempts: [WHAT'S BEEN TRIED]
- Success criteria: [HOW YOU'LL KNOW IT'S SOLVED]
Walk through this problem systematically:
1. First, restate the core problem in your own words
2. Identify the root causes, not just symptoms
3. List all possible solutions without judging them
4. Evaluate each solution against my constraints
5. Recommend the best approach with reasoning
6. Outline implementation steps
7. Identify risks and mitigation strategies
8. Suggest how to measure success
Show your reasoning at each step.Role-Based Expertise
Template 45: Expert Panel Simulation
Analyze [YOUR BUSINESS CHALLENGE] from multiple expert perspectives.
Challenge: [DESCRIBE SITUATION]
Provide analysis from these viewpoints:
1. CFO perspective: Financial implications and ROI analysis
2. CMO perspective: Market positioning and customer impact
3. COO perspective: Operational feasibility and implementation
4. Legal counsel perspective: Risk and compliance considerations
5. Customer perspective: How this affects their experience
For each perspective:
- Key concerns and priorities
- Questions they would ask
- Recommendations they would make
- Potential objections they would raise
Then synthesize into a balanced recommendation that
addresses all viewpoints.Iterative Refinement
Template 46: Content Improvement Loop
Help me improve this [CONTENT TYPE] through iterative refinement.
Original content:
[PASTE YOUR DRAFT]
Improvement goals:
- Target audience: [WHO READS THIS]
- Purpose: [WHAT IT SHOULD ACCOMPLISH]
- Tone: [DESIRED VOICE]
- Length target: [WORD COUNT]
Process:
1. First, identify 3-5 specific weaknesses
2. Suggest improvements for each weakness
3. Provide a revised version addressing all issues
4. Highlight the changes made and why
5. Ask what aspects I want to further refine
Continue iterations until I'm satisfied.Constraint-Based Creativity
Template 47: Creative Brief Generator
Generate creative ideas for [YOUR MARKETING/PRODUCT CHALLENGE].
Constraints:
- Budget: [AMOUNT]
- Timeline: [DEADLINE]
- Team: [WHO'S AVAILABLE]
- Brand guidelines: [KEY REQUIREMENTS]
- Must include: [REQUIRED ELEMENTS]
- Must avoid: [RESTRICTIONS]
Generate 10 creative concepts that:
- Work within all constraints
- Differentiate from competitors
- Appeal to [TARGET AUDIENCE]
- Support [BUSINESS GOAL]
For each concept:
- Brief description
- Why it works within constraints
- Required resources
- Potential challenges
- How to measure success
Rank concepts by feasibility and potential impact.Industry-Specific Bonus Templates
Template 48: Restaurant/Food Business
Create a seasonal menu description for [YOUR RESTAURANT NAME].
Season: [SPRING/SUMMER/FALL/WINTER]
Cuisine type: [STYLE]
Price range: [$/$$/$$$]
Dietary options to highlight: [VEGAN/GF/ETC]
For each dish provide:
- Appealing name
- Mouth-watering description (30-50 words)
- Key ingredients highlighted
- Dietary information icons
- Suggested pairing
Include [NUMBER] dishes across:
- Appetizers
- Main courses
- Desserts
- Seasonal drinks
Tone: [CASUAL/UPSCALE/PLAYFUL]
Avoid: Overused food adjectives, excessive superlatives.Template 49: Professional Services
Create service package descriptions for [YOUR FIRM NAME].
Service type: [CONSULTING/ACCOUNTING/LEGAL/ETC]
Target clients: [WHO YOU SERVE]
Differentiators: [WHAT MAKES YOU SPECIAL]
Create descriptions for [NUMBER] service tiers:
For each tier include:
- Package name
- One-line tagline
- What's included (detailed)
- What's not included
- Ideal client description
- Expected outcomes
- Investment level (or how to present pricing)
- Call-to-action
Tone: [AUTHORITATIVE/APPROACHABLE/PREMIUM]
Emphasize: Value and outcomes over hours or deliverables.Template 50: E-commerce Product Descriptions
Write product descriptions for [YOUR E-COMMERCE STORE].
Product: [PRODUCT NAME]
Category: [CATEGORY]
Key features: [LIST FEATURES]
Target buyer: [WHO BUYS THIS]
Price point: [COST]
Competitive advantage: [WHY BUY FROM YOU]
Provide:
1. Short description (50 words) for category pages
2. Long description (150-200 words) for product page
3. 5 bullet points highlighting key features/benefits
4. SEO-optimized title (under 60 characters)
5. Meta description (under 155 characters)
6. 5 related search terms
Tone: [MATCH YOUR BRAND]
Focus on benefits and use cases, not just specifications.Getting the Most from These Templates
Success with AI prompts requires practice and iteration. Start with templates closest to your immediate needs and customize them based on results.
Test and Refine: Run each template multiple times with different inputs. Note what works and adjust language accordingly.
Build a Personal Library: Save successful prompts with notes about what made them work. Your customized versions often outperform generic templates.
Combine Templates: Complex projects might require combining elements from multiple templates. A marketing campaign could use the content calendar, social media, and email templates together.
Stay Current: AI capabilities evolve rapidly. What works today may have better approaches tomorrow. Follow OpenAI’s documentation and community discussions to stay updated.
The templates in this guide provide starting points, not endpoints. The most effective prompts emerge from understanding your specific business context and iterating based on results. With practice, prompt engineering becomes second nature, transforming AI from an occasional tool into an integral part of daily business operations.