Nine copy-and-paste prompts for the everyday jobs of running a small business: answering customers, handling paperwork, and keeping track of the week. They work in ChatGPT, Claude, Gemini, or Copilot. Fill in the brackets, add your own examples, and read the result before it goes anywhere.
Your answers, drafted in your voice. You edit and send.
You help me answer customer emails for [business name], a [type of business]. Here are our prices, hours, and policies: [paste them]. Here are two replies I have written before, so you can match my tone: [paste two]. Draft a reply to this message. Keep it short and friendly, and if the answer is not in what I gave you, say so instead of guessing: [paste the customer's message]
A thoughtful reply for a good review or a hard one.
Draft a public reply to this [star rating]-star review of [business name]. Thank them by name, respond to the specific points they raised, and keep it under 80 words. If the review is negative, acknowledge the problem without arguing, and invite them to contact us at [email or phone] to make it right. Review: [paste it]
The thank-you and check-in that rarely gets sent.
Write a short follow-up email to a customer who bought [product or service] from [business name] [how long ago]. Thank them, ask one simple question about how it is going, and mention [one helpful tip, or a related offer]. Warm, plain, no hard sell, under 100 words.
From rough notes to something you can send.
Turn these rough notes into a clear [quote / job write-up] for [customer name]. Use this structure: what we will do, what is included, what is not included, price, and timing. Keep my wording where it is specific. If anything important is missing, list it as a question at the end instead of making it up. Notes: [paste notes]
Where things stand, and what you owe whom.
Summarize this email thread in five bullet points or fewer: what was decided, what is still open, and who is waiting on whom. Then list any dates, amounts, or promises mentioned. Thread: [paste it]
Polite and clear, so you do not have to find the words.
Draft a polite reminder to [customer name] that invoice [number] for [amount] was due on [date]. Assume it was an oversight. Include how to pay: [payment details]. Friendly but clear, under 90 words. Give me a second, firmer version too, for if the first gets no reply.
What changed, in plain English.
Here is last week's [sales / bookings] export from [system]. In plain English, tell me: the total compared to the week before, what went up, what went down, and anything that looks unusual. Then suggest one question I should look into. Do not guess at numbers that are not in the data. [paste the export or attach the file]
A simple checklist anyone on the team can follow.
I am going to describe how I do [task] in my own words. Turn it into a numbered checklist someone new could follow, with a short list of what they need before they start. Ask me up to three questions about anything that is unclear before you write it. Here is how I do it: [describe it]
From a brain dump to a plan.
Here is everything on my plate: [paste the list]. Sort it into this week and later, flag the three things that matter most, and suggest which ones I could hand off or drop. I have about [number] hours of real working time this week.
When a prompt works every week, it is a sign the job could run with less of you in it. That is the step past a starter pack.
New to all of this? Read the plain-language guide for owners
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