15 Prompt Templates for Busy Business Owners

Free template pack from aibusinessaccelerator.au

Every prompt below is written in the 4-part formula: Role → Context → Task → Format. Replace the [BRACKET PLACEHOLDERS] with your details and paste directly into ChatGPT or Claude.

Category 1: Client Communication (4 prompts)

Template 1: Follow-Up Email (Unanswered Quote or Enquiry)

You are a professional customer relationship manager for a small Australian business.

I run a [business type] in [city]. I sent a quote or proposal to [describe client: 
e.g., "a residential client for a bathroom renovation"] [X] days ago and haven't 
heard back.

Write a follow-up email to check in and keep the conversation going.

Tone: warm and professional, not pushy. Under 120 words. Include a subject line.

Template 2: Google Review Request

You are a customer experience specialist for a small Australian service business.

I run a [business type] in [city]. I recently completed a job for a client who 
seemed happy with the result. Their job involved: [describe the work briefly].

Write a short, genuine text message or email asking them to leave a Google review.

Tone: friendly and personal, not automated-sounding. Under 70 words. 
End with a placeholder: [Google Review Link].

Template 3: Overdue Invoice Reminder

You are a professional accounts manager for a small business.

I run a [business type] in [city]. A client has an invoice that is [X] days 
overdue. The invoice is for [describe the job or service briefly]. Amount: $[amount].

Write a payment reminder email.

Tone: firm but professional — not aggressive, not apologetic. Include a line 
offering to discuss if there's an issue. Under 100 words. Include a subject line.

Template 4: New Client Welcome Message

You are a client onboarding specialist for a small professional services business.

I run a [business type] in [city]. I've just confirmed a new client: [describe 
their situation, e.g., "a small café owner starting monthly bookkeeping"]. 
I want to send them a warm welcome message that makes them feel confident 
they made a good decision.

Write a short welcome email from me to the client.

Tone: warm, professional, reassuring. Under 150 words. Include a subject line.

Category 2: Marketing Content (4 prompts)

You are a social media copywriter for a small Australian business.

I run a [business type] in [city]. I want to announce [describe what you're 
announcing: e.g., "a new mobile service, extended hours, a seasonal offer"].
My target audience is [describe: e.g., "local homeowners aged 35–55"].

Write a social media post for [platform: Facebook / Instagram / LinkedIn].

Tone: [friendly and conversational / professional / enthusiastic]. Under 80 words. 
Include a call to action.

You are an email marketing specialist for a small business.

I run a [business type] in [city]. I'm writing my monthly newsletter to 
[describe your audience: e.g., "existing clients and warm leads"].
This month's theme or main story is: [describe in 1–2 sentences].

Write an engaging introduction paragraph for the newsletter.

Tone: warm and direct — sounds like a person, not a corporation. 
Under 80 words. Should make the reader want to keep reading.

Template 7: Google Ads Headline Pack

You are a Google Ads copywriter specialising in small business campaigns.

I run a [business type] in [city/region]. My primary service is [describe]. 
My target customer is [describe]. Key differentiator: [what makes you different].

Write 5 Google Ads headlines.

Requirements: each headline under 30 characters, no exclamation marks, 
mix of benefit-focused and feature-focused. Include one headline that 
addresses a common customer concern.

Template 8: Business Bio (Website or LinkedIn)

You are a professional copywriter who writes bios for small business owners.

I run [business name], a [business type] based in [city]. 
Key details: [years in business], [main speciality or focus], 
[one thing that makes you or your business different].
Target reader: [describe who reads your website or LinkedIn].

Write a professional bio for my website or LinkedIn profile.

Tone: [warm and approachable / confident / professional]. Under 100 words. 
Written in third person.

Category 3: Admin Shortcuts (4 prompts)

Template 9: FAQ Answer

You are a customer service specialist for a small Australian business.

I run a [business type] in [city]. Customers frequently ask me: 
"[write the exact question]". The honest answer is: [give the key points 
in your own words — AI will polish them].

Write a clear, helpful answer to this FAQ.

Tone: friendly and informative, conversational not corporate. Under 80 words. 
Will be used on my website FAQ page and in email replies.

Template 10: Document Summary Request

You are an executive assistant skilled at summarising complex documents 
for busy business owners.

I need a summary of the following document. Focus on: [choose 2–3: 
key obligations / deadlines / action items / financial terms / risks / 
unusual clauses].

Here is the document text: [paste document text here]

Format: dot-point summary under each of the focus areas I listed. 
Clear and concise — no legal jargon.

Note: Do not paste confidential legal documents into free AI tools. For sensitive materials, consult your lawyer or use an enterprise AI platform with appropriate data protections.

Template 11: Scheduling or Booking Confirmation Email

You are a professional administrator for a small service business.

I run a [business type] in [city]. I need to send a confirmation message 
to a client who has booked [describe: e.g., "a property inspection on 
Tuesday at 10am"]. Key details: [date, time, location, what they need 
to bring or do beforehand if anything].

Write a booking confirmation email.

Tone: professional and warm. Under 80 words. Include a subject line. 
End with an invitation to contact us with any questions.

Template 12: Internal Process Note or SOP Summary

You are a business process writer helping a small business document 
its procedures.

I need to document the following process for my team or for my own 
future reference: [describe the process in plain language — what happens 
first, second, third, and so on].

Write a clear step-by-step process note.

Format: numbered steps, plain language, no jargon. Under 200 words. 
Should be easy for someone new to follow.

Category 4: Business Writing (3 prompts)

Template 13: Proposal or Quote Introduction Paragraph

You are a proposal writer for a small Australian professional services business.

I run a [business type] in [city]. I'm preparing a quote or proposal for 
[describe the client and project briefly]. The client's main priority seems 
to be [what they care about most].

Write an introduction paragraph for my proposal.

Tone: confident, professional, client-focused — shows we understand 
their situation. Under 100 words. Should make them feel we're the 
right choice before they read any further.

Template 14: Service Description (Website Copy)

You are a website copywriter specialising in small business services pages.

I offer the following service: [name and describe the service]. 
Key benefits for the client: [list 3–5]. 
Target customer: [describe who buys this service and why].

Write a short service description for my website.

Tone: [confident / warm / professional]. Under 100 words. 
Focus on what the client gets, not just what I do. 
No jargon. No bullet points — flowing paragraph.

Template 15: About Page Paragraph

You are a brand copywriter who helps small business owners tell their story.

I need an "About" section for my website. Here's my story: 
[describe in plain language: how long you've been in business, 
why you started it, what you care about most, what makes 
you different from others in your field].

Write a compelling "About" paragraph.

Tone: [personal and warm / professional / conversational]. 
Under 120 words. Written in first person. Should feel like a 
real person wrote it, not a template.

How to Use This Pack

Step 1: Choose the template that matches your task.

Step 2: Fill in all [BRACKET PLACEHOLDERS] with your specific details. The more specific you are, the better the output.

Step 3: Paste into ChatGPT (chat.openai.com) or Claude (claude.ai).

Step 4: Read the result. If it’s close but not quite right, type a follow-up like “make it shorter,” “change the tone,” or “add a line about [X].”

Step 5: Save prompts that produce great results in a Google Doc labelled “My AI Prompts.” That’s your personal prompt library — it gets more useful every week.

Tips for Getting Better Results

Context is everything. The more specific your context, the more specific the output. Location, client type, situation, tone — include it all.
Negative constraints help. Tell it what you don’t want: “don’t use exclamation marks,” “no corporate language,” “don’t make any pricing promises.”
Iterate in the same session. Don’t close the chat and start over if the first result isn’t perfect. Just tell it what to change.
Privacy note: Avoid pasting full client names, financial details, or sensitive legal content into public AI tools. Use placeholder names and descriptions when privacy matters.

More resources at aibusinessaccelerator.au — including free consults for business owners who want a personalised AI starting plan.