The difference between someone who finds ChatGPT useful and someone who tried it once and
gave up almost always comes down to the prompt. A vague prompt gives you vague output. A
specific prompt gives you something you can actually use.
Here are 20 prompts I use regularly with small business owners. They are organized by
category so you can jump to what matters most to you. Copy them, paste them, fill in
the brackets with your details, and you will have usable output in under a minute.
What makes these prompts work
Before the library, it helps to know why these are shaped the way they are. Most people who
try AI and give up after a few days are making the same mistake: they are treating it like a
search engine. AI is not a search engine. It is more like a very capable assistant who knows
nothing about you, your context, or what you actually need, unless you tell them.
Every prompt below does five things. It gives context, it names the audience, it sets the
tone, it specifies the format, and it caps the length. AI defaults to flowing paragraphs
unless you ask for something different, so if you want a bulleted list or a table, say so.
And a single line like "I am a [role] and this is for [audience]" takes five seconds and
dramatically improves the output.
One more thing: practice on low-stakes tasks first. Do not point AI at your most important
work on day one. Start with a routine email reply, a few ideas for a social post, or a
document you needed to read anyway. Once you are comfortable with how it responds and how
to steer it, the prompts below stop feeling like scripts and start feeling like shortcuts.
Customer communication
A customer left this review of my [type of business]: "[paste the review]." Write a
professional, empathetic public response that acknowledges their concern, takes
responsibility where appropriate, and invites them to contact me directly to resolve
it. Keep it under 100 words.
I sent a quote to [client name] for [service] [number] days ago and have not heard
back. Write a friendly follow-up email that checks in without being pushy. Mention
that I am happy to answer questions or adjust the scope. Keep it under 150 words.
I get asked this question constantly: "[paste the common question]." Write a thorough
but friendly email response I can save as a template. Include any relevant details
a [type of customer] would need to know. Keep it professional but warm.
Write a short, friendly email asking a satisfied client for a testimonial. The client's
name is [name] and we recently completed [project/service]. Make it easy for them by
suggesting they answer one or two simple questions rather than writing something
from scratch. Keep it under 120 words.
Internal operations
Write a step-by-step SOP for [task name]. This is done by [role] approximately [how
often]. Here is how I would explain it to someone verbally: "[describe the process in
your own words]." Format it as numbered steps that someone new could follow on their
first day. Include a section for common mistakes to avoid.
Here is a [contract/policy/report/email thread] that is too long and hard to follow.
Summarize it in plain language. List the 3-5 most important points, any deadlines or
action items, and anything that seems like a red flag I should pay attention to.
[paste the document]
I have a [length] meeting with [who] about [topic]. The main things we need to cover
are: [list items]. Create a meeting agenda with time estimates for each item. Put the
most important items first. Include a 5-minute buffer for wrap-up and next steps.
Write an internal announcement to my team of [number] people about [change/news/update].
The key facts are: [list them]. Tone should be [encouraging/straightforward/urgent].
Anticipate the top 2-3 questions people will have and address them in the message.
Hiring and team management
Write a job posting for a [job title] at my [type of business] in [location]. The
role involves [key responsibilities]. Required experience: [list]. Nice-to-haves:
[list]. Compensation range is [range]. Write it in a tone that attracts someone who
is [describe ideal personality traits]. Keep it honest, no corporate buzzwords.
I am interviewing candidates for [role]. The most important qualities are [list 3-4].
Write 10 interview questions that reveal whether someone actually has these qualities.
Avoid generic questions like "what is your greatest weakness." Focus on scenarios and
past behavior. Include what a strong answer would sound like for each.
I need to give feedback to [role] about [issue]. The specific situation was: [describe
what happened]. I want to address this directly without being harsh. Write a short
script I can use in a one-on-one conversation. Include what to say, how to frame it
constructively, and how to end on a forward-looking note.
Write a kind but clear rejection email for a job applicant. The role was [title].
Their name is [name]. We chose not to move forward because [brief reason, or say
"we went with another candidate"]. Keep it respectful and leave the door open for
future opportunities. Under 100 words.
Marketing and content
Here is a [blog post/email/article] I wrote: [paste it]. Repurpose this into: (1) a
LinkedIn post under 200 words, (2) three tweet-length social posts, (3) a short
email newsletter blurb, and (4) an Instagram caption with hashtags. Keep my voice
consistent across all of them.
Turn these notes into a short case study for my website. Client type: [describe].
Problem they had: [describe]. What we did: [describe]. Result: [describe]. Write it
in a storytelling format. No client names. Under 300 words. End with a subtle call
to action.
I run a [type of business] that serves [target audience]. Give me 10 blog post ideas
that answer real questions my potential customers are searching for. For each idea,
include the title, the main keyword someone would Google, and a one-sentence summary
of what the post would cover. Prioritize topics with clear purchase intent.
Write a short promotional email for [offer/service/event]. Target audience is [who].
The main benefit is [what they get]. Include a clear subject line, a compelling opening
line, the key details, and a single call to action. Keep it under 200 words. Do not
sound salesy, sound helpful.
Financial and strategic
I am considering [describe the decision]. The pros are [list]. The cons are [list].
My budget is [amount] and the timeline would be [duration]. Act as a business advisor
and give me a structured analysis. What am I not thinking about? What questions should
I answer before deciding? What would you recommend and why?
Here is my [P&L statement / balance sheet / cash flow report] for [time period]:
[paste or describe the numbers]. Explain it to me like I am a business owner who is
not an accountant. What is going well? What should I be concerned about? What are
the 2-3 most important numbers to watch next month?
I am about to raise prices on [service/product] from [old price] to [new price]. My
customers are [describe them]. Write a script I can use to explain the price increase.
Focus on the value they receive, not my costs. Also write a short email version I
can send to existing clients. Keep both honest and straightforward.
I want to [business goal] in the next 90 days. My business is [describe]. My current
situation is [describe]. My budget for this is [amount]. My available time is [hours
per week]. Create a week-by-week action plan with specific, measurable tasks. Be
realistic. Flag any weeks that look overloaded. Include milestones I can check
against to see if I am on track.
Three bonus prompts for the weekly grind
These three are longer than the twenty above because they produce a structured document
rather than a paragraph. They are the ones clients ask me for most often.
Here are my rough notes from a meeting I just had. Organize them into a clean summary
with these sections:
1. Meeting overview (2-3 sentences: who was there, what it was about)
2. Key decisions made (bulleted list)
3. Action items (include who is responsible and the deadline if one was
discussed)
4. Open questions (anything that still needs to be resolved)
5. Next meeting or follow-up (date/time if discussed)
Keep the tone professional but not stiff. This will be emailed to the attendees as a
recap.
Here are my notes: [paste your rough notes]
Write a professional project proposal from the following details. Tone should be [warm
and professional / formal / conversational]. Format it as a document I can send as a PDF
or paste into an email.
My business: [name and what you do]
Client: [their name and business]
Project description: [what they want done, be specific]
Scope of work: [what is included and what is not]
Timeline: [start date, milestones, completion]
Pricing: [total cost, payment schedule, or range]
Special notes: [warranties, materials, conditions]
Include these sections: a brief introduction thanking them for the opportunity; project
overview and objectives; detailed scope of work; timeline and milestones; investment and
payment terms; what to expect next; and a professional closing with my contact
information. Keep it under 800 words and easy for a non-technical person to understand.
Here is my brain dump of everything I need to do tomorrow. Organize it into a prioritized
daily plan:
HIGH PRIORITY (must get done tomorrow: these move the business forward
or have a deadline)
MEDIUM PRIORITY (important but can shift a day if needed)
LOW PRIORITY (nice to do, but the world will not end if they wait)
For each task: rewrite it clearly if my description is vague, give a realistic time
estimate, and suggest the best time of day to do it (morning for focus work, afternoon
for calls and admin). Also flag anything I could delegate, automate, or skip entirely.
Here is my list: [paste your brain dump]
How to get the most out of these prompts
First, iterate. If the first output is close but not quite right, tell AI what to fix.
"Make it shorter." "Make it less formal." "Emphasize the warranty more." Treat it like
directing an employee, not like making a wish.
Second, save what works. When you get a prompt that produces great results for your
business, save it in a Google Doc or a note on your phone. Build a library over time.
The best prompt is the one you have already tested and know works.
Third, when you need something that is not on this list, build it yourself with this
structure:
I am [who you are]. I need [what you need] for [who it is for]. The tone should be
[tone]. Please [specific format or length]. Here is the context: [relevant details].
If you want help building a prompt library tailored to your specific business and
workflows, that is exactly the kind of thing I help small teams with. The goal is always
the same: give you back hours every week without adding complexity.