AI Prompt Library for Small Business: 50 Ready-to-Use Prompts

Each prompt includes [BRACKETS] where you insert your specifics. The more specific you are, the better the output. Here is the three-step process that gets consistently good results: 1. **Copy the prompt** into your AI tool of choice. 2. **Fill every bracket** — don't leave placeholders. If you don't know the exact answer to a bracket, give a rough approximation. 'A 20-person law firm' is far better than '[company type]'. 3. **Review and edit before using.** AI output is a strong first draft, not a finished deliverable. Every externally-facing piece (emails, proposals, job postings) should get a 5-minute human edit. Internally-facing work (summaries, outlines, analysis) can be used with lighter review. A note on sensitive data: these prompts are designed to work with non-identifiable information in the brackets. Do not paste customer Social Security numbers, account credentials, confidential financial details, or any data that falls under your privacy obligations into any consumer-tier AI tool. If you are handling sensitive data, use an enterprise-tier tool with a data processing agreement. When in doubt, anonymize.

**1. Reply to an unhappy customer** Write a professional, empathetic reply to a customer complaint. Situation: [describe what went wrong]. Customer's tone: [frustrated / angry / disappointed]. Our policy on this: [describe your refund, replacement, or resolution policy]. Goal: acknowledge the issue, take responsibility where appropriate, and offer a concrete resolution. Tone: warm but professional, not defensive. **2. Respond to a refund request outside your policy** A customer is requesting a refund that falls outside our standard policy ([describe the policy]). Situation: [describe what happened]. Write a response that declines the refund respectfully, explains our policy clearly, and offers an alternative where possible ([describe alternative, e.g., store credit, partial refund, exchange]). Tone: empathetic, clear, not apologetic to the point of creating false expectations. **3. Generate a FAQ section for a product or service** Create a 6-question FAQ for [product or service name]. Our customers most frequently ask about: [list 3–4 common questions]. The product does: [brief description]. The product does NOT: [common misunderstanding]. Tone: plain language, no jargon. **4. Write an out-of-office or after-hours auto-reply** Write an after-hours auto-reply email for [Company Name]. We are available [hours and days]. For urgent issues, customers should [describe urgent contact method if any]. Response time for standard inquiries is [timeframe]. Tone: friendly, clear, concise. **5. Summarize a support ticket thread** Here is a customer support thread: [paste thread]. Summarize in 3 bullet points: (1) what the customer's core issue is, (2) what steps have been taken so far, and (3) what the open action items are. **6. Write a proactive shipping delay notification** Write a brief, proactive email to customers whose orders will be delayed. The delay is approximately [timeframe] due to [reason if shareable]. Original delivery date was [date]. New estimated date is [date]. We are offering [compensation or not]. Tone: honest, apologetic, forward-looking — do not minimize the issue. **7. Create a customer satisfaction survey (5 questions)** Create a 5-question customer satisfaction survey for [type of business]. We want to understand: (1) overall satisfaction, (2) whether we resolved their issue, (3) what we could do better, (4) likelihood to recommend us, and (5) [specific question about our main differentiator]. Format each question with a scale option plus one open text option. **8. Handle a negative online review response** Write a public response to this negative review: [paste review]. Our goal is to: acknowledge the feedback without being defensive, correct any factual inaccuracies, and invite the customer to contact us directly to resolve it. Do not offer compensation publicly. Tone: professional, measured, genuinely concerned — not scripted or corporate.

**9. Write a blog post outline** Create a detailed outline for a 1,200-word blog post titled '[title]'. Target audience: [describe your ideal reader, their role, their main concern]. The reader's main question this post should answer: [specific question]. Include: an introduction hook, 5–6 main sections with brief descriptions of what each covers, and a conclusion with a clear call to action. Format: structured outline with H2 headings and 2–3 bullet points per section. **10. Draft a marketing email for a promotion** Write a marketing email announcing [promotion or offer]. Audience: [describe email list — existing customers, cold list, etc.]. Offer details: [describe the offer, deadline, and how to claim it]. Key benefit the reader gets: [specific benefit]. Tone: [enthusiastic but not pushy / professional / warm and conversational]. Subject line: generate 3 options. **11. Write 5 social media captions for the same piece of content** Create 5 social media captions for a [blog post / video / product launch] about [topic]. For: [Instagram / LinkedIn / X / Facebook]. Each caption should have a different angle or hook. Include a call to action in each. Character limit: [platform-specific limit if needed]. Tone: [describe brand voice]. **12. Generate email newsletter content** Draft a [400 / 600 / 800]-word email newsletter for [Company Name]. This week's theme: [topic or news item]. Sections to include: (1) a brief intro connecting to the theme, (2) one main piece of content or insight (2–3 paragraphs), (3) one practical tip or resource for the reader, (4) a brief company update or upcoming event (optional: [detail]). Tone: conversational, expert, not promotional. **13. Write Google Ads copy variants** Create 3 Google responsive search ad variants for [product or service]. Target keyword: [keyword]. Landing page offer: [describe what the customer gets when they click]. Key differentiators to include: [list 2–3]. Format each variant with: Headline 1 (30 chars), Headline 2 (30 chars), Headline 3 (30 chars), Description 1 (90 chars), Description 2 (90 chars). **14. Repurpose a long article into shorter content** I have this article: [paste article or summary]. Repurpose it into: (a) a 3-tweet thread for X/Twitter, (b) a LinkedIn post of around 200 words, (c) 3 short-form ideas for Instagram or TikTok (describe the hook and core message for each). Preserve the main argument; adapt the format and length for each platform. **15. Write a product or service description** Write a [100 / 200 / 300]-word description of [product or service] for [website / brochure / catalog]. The reader is [describe target customer]. The primary problem this solves: [describe problem]. Key features to mention: [list 3–5]. Tone: [clear and direct / enthusiastic / technical / warm]. End with a specific call to action. **16. Create a content calendar for one month** Create a 4-week content calendar for [Company Name]. We publish on: [list platforms]. Content frequency: [e.g., 3x per week on Instagram, 2x per week on LinkedIn, 1 blog per month]. This month's theme or campaign: [topic if any]. Include: content type, platform, topic, and a brief description of the angle for each post. Format as a table.

**17. Write a cold outreach email** Write a cold outreach email to [prospect's role, e.g., 'the operations director at a 200-person logistics company']. Our company: [Company Name], which does [one-sentence description]. The problem we solve for them: [specific problem]. Why we are reaching out to this person specifically: [reason]. Desired outcome: get a 20-minute call. Tone: direct and respectful, not pushy. Length: 5–7 sentences, no fluff. **18. Draft a follow-up sequence (3 emails)** Create a 3-email follow-up sequence for a prospect who attended [event / demo / downloaded our resource] but has not responded. Email 1 (Day 3): add value — share a relevant insight or case study. Email 2 (Day 7): address the most common objection we hear from prospects in [their industry]. Email 3 (Day 14): soft close — make it easy to say either yes or no. Tone: persistent but not desperate. Subject line for each. **19. Write a proposal summary section** Write the executive summary section of a proposal for [Client Name], a [description of the company]. The project we are proposing: [describe project]. The core problem we are solving for them: [specific problem]. Our proposed approach in 3–4 steps: [list steps]. Investment range: [range if shareable at this stage]. The outcome the client can expect: [specific measurable outcome]. Tone: confident, client-focused, not feature-heavy. **20. Handle a specific objection** A prospect said: '[exact objection, e.g., We already have a vendor for this' or 'Your price is higher than what we pay now']. Write a confident, non-defensive response that: (a) acknowledges their concern, (b) reframes it with our actual value proposition, and (c) moves toward a next step. Do not be apologetic about our price or dismiss their current solution. **21. Write a LinkedIn connection request** Write a LinkedIn connection request message to [describe the person — role, company]. We have [reason for connecting: mutual connection / saw their post on X / attended same event / etc.]. What I want from connecting: [initial goal — share a resource / introduce ourselves / explore partnership / etc.]. Character limit: 300 characters. No pitch in the first message. **22. Summarize a sales call for CRM notes** I just completed a sales call with [Name, Title, Company]. Here are my rough notes: [paste notes]. Summarize into CRM-ready format: (1) company background, (2) problem they described, (3) what they want to achieve, (4) current solution or workaround, (5) decision process and timeline, (6) next steps agreed. Keep each section to 2–3 sentences.

**23. Write a standard operating procedure (SOP)** Write a standard operating procedure for [process name] at [Company Name]. This process happens [frequency]. The person performing it: [role]. Inputs required: [list]. Steps to follow: [describe the process or paste rough notes]. Outputs or deliverables: [list]. Common mistakes to avoid: [list if known]. Format: numbered steps, plain language, written for someone doing this for the first time. **24. Create a meeting agenda** Create a 60-minute meeting agenda for [meeting purpose], with [list of attendees or roles]. Goals for this meeting: (1) [goal 1], (2) [goal 2], (3) [goal 3]. Items we need to cover: [list topics]. Decisions that must be made in this meeting: [list]. Format: timed agenda with topic, time allocation, and who leads each section. **25. Compare two vendor options** Create a comparison table for two vendors we are evaluating: [Vendor A] and [Vendor B]. We need to compare them on: [list criteria — price, implementation time, support, integration with our existing tools, etc.]. What we know about Vendor A: [details]. What we know about Vendor B: [details]. At the end, write a 2-paragraph recommendation based on our priorities, which are: [list top 3 priorities]. **26. Write a project brief** Write a project brief for [project name]. Background: [why we are doing this project]. Objective: [specific outcome in measurable terms]. Scope — what is included: [list]. Scope — what is excluded: [list]. Timeline: [start and target completion date]. Resources required: [people, budget, tools]. Success metrics: [how we will know the project succeeded]. Approvals needed before starting: [list]. **27. Identify bottlenecks in a process** Here is a description of our [process name] process: [describe or paste process steps]. Review this process and identify: (1) the 3 most likely bottlenecks or points of delay, (2) where errors most commonly occur in this type of process, and (3) 3 specific ways to reduce time or error rate. Be specific; do not give generic advice. **28. Write a vendor contract checklist** Create a checklist of 15 items I should verify before signing a contract with a new [type of vendor]. Focus on: payment terms, data ownership, service level agreements, termination rights, IP ownership, liability caps, and anything specific to [industry or type of service]. For each item, include a brief note on why it matters.

**29. Write a job description** Write a job description for a [job title] at [Company Name], a [describe the company briefly]. This role reports to [manager role]. Primary responsibilities: [list 5–7 responsibilities]. Required qualifications: [list]. Nice-to-have qualifications: [list]. Compensation range: [range or 'competitive, disclosed in interview']. Benefits: [list]. Format: standard job description with About Us, Role Summary, Responsibilities, Qualifications, and What We Offer sections. Tone: direct, specific, not generic. **30. Write a job offer letter** Write a job offer letter for [Candidate Name], who we are hiring as [Job Title]. Start date: [date]. Compensation: [salary or hourly rate]. Bonus structure if any: [describe]. Benefits: [list]. Reports to: [manager name and title]. The letter should confirm the role, compensation, start date, and what they need to do to accept. Legal disclaimer: this is a template — have your attorney or HR advisor review before sending. Tone: warm and professional. **31. Draft a performance review** Draft a performance review for a [job title] at our company. Employee strengths observed this period: [list 3–4]. Areas for improvement: [list 2–3]. Goals for next period: [list 3]. Overall assessment: [meets / exceeds / below expectations]. Tone: direct, constructive, specific — avoid vague positive language. Include a development recommendation for each improvement area. **32. Write a company policy (plain language)** Write a plain-language policy for [policy topic — e.g., remote work, expense reimbursement, PTO]. Key rules to include: [list the rules]. Exceptions and edge cases: [describe if any]. Who approves exceptions: [role]. Effective date: [date]. Format: short paragraphs, no legal jargon. Length: aim for one page or less. Note that this is a draft and should be reviewed by legal counsel before adoption. **33. Create onboarding tasks for a new hire's first 30 days** Create a 30-day onboarding plan for a new [job title] at [Company Name]. Week 1: orientation tasks. Weeks 2–3: ramp-up tasks for the role. Week 4: first independent deliverable or goal. Include specific actions, who is responsible for scheduling each, and what the new hire should be able to do independently by day 30. Format as a checklist. **34. Write a rejection email for a job applicant** Write a professional rejection email for a candidate who applied for [job title] but was not selected. We interviewed them: [yes / no]. Reason for not moving forward (internal — do not state explicitly in the email): [reason]. The email should: thank them for their time, inform them of the decision, leave the door open for future opportunities if appropriate. Tone: respectful, warm, brief. Do not promise feedback unless we intend to give it.

**35. Summarize a month of expenses** Here is a list of business expenses from [month]: [paste or describe list]. Categorize them into: cost of goods sold, marketing and advertising, software and tools, travel and meals, professional services, payroll, and other. Provide totals per category, total overall, and flag any items that seem unusual or that I should review before submitting. Format as a table. **36. Write an overdue invoice reminder** Write a [first / second / final] reminder email for an overdue invoice. Client: [Client Name]. Invoice number: [#]. Amount: [$]. Due date: [date]. Days overdue: [number]. Our payment methods: [list]. For a first reminder: friendly and assume good faith. For a second reminder: firmer, mention next steps if not resolved. For a final reminder: clear, professional, state that we will [describe consequence — pause work / refer to collections / charge late fees] if not received by [date]. **37. Write a cash flow narrative for an internal review** Based on these numbers — [describe or paste revenue, expenses, and balance for the period] — write a 2-paragraph narrative summarizing: (1) the key drivers of cash flow this month, and (2) what we should watch or prepare for next month based on what we are seeing now. This is for internal use. Be direct about what the numbers say. **38. Negotiate a vendor contract or renewal** Write a professional email to negotiate [a lower price / better terms / extended payment terms] on our contract with [Vendor Name] for [service]. Current terms: [describe]. What we want instead: [describe]. Our leverage: [e.g., we have been a customer for X years / we are considering alternative Y / we pay on time / etc.]. Tone: collaborative, confident — we value the relationship but we are also evaluating our options. **39. Prepare questions for a financial review with my accountant** I am meeting with my accountant next week. This is the current financial situation for my business: [brief description — revenue, key expenses, any issues]. Generate 8 specific questions I should ask to: (1) understand where money is going, (2) identify tax planning opportunities for this year, (3) check whether my business structure is still optimal, and (4) make sure my books are audit-ready. Make the questions specific enough to get useful answers. **40. Write an expense policy for employees** Write a clear, one-page expense reimbursement policy for a [number]-person company. Categories to cover: travel (flights, hotels, meals, mileage), software and tools, client entertainment, office supplies, and other. Per diem rates or limits: [describe or ask me to add]. Approval process: [describe]. Receipt requirements: [describe]. Reimbursement timeline: [describe]. Tone: clear and direct. Note: treat this as a draft for review by your HR advisor or legal counsel.

**41. Run a SWOT analysis** Conduct a SWOT analysis for [Company Name or a specific decision, e.g., 'entering the healthcare vertical' or 'hiring a full-time sales rep']. Strengths: [list what you know — assets, capabilities, advantages]. Weaknesses: [list what you know]. For Opportunities and Threats, generate 4–6 specific items each based on [industry or decision context]. Format as a 2x2 table with 4–6 bullet points in each cell. **42. Analyze a business decision** I need to make a decision about [describe the decision]. My options are: (A) [Option A], (B) [Option B], [and Option C if applicable]. What I want from this analysis: the top 3 pros and cons of each option, an assessment of the biggest risk in each, and a recommendation. Context about our situation: [business stage, constraints, priorities]. Be direct — give me your best assessment, not a balanced 'it depends' answer. **43. Build a competitive analysis** Create a competitive analysis for our business. Our company: [brief description]. Our top 3 competitors: [name them]. What we know about each: [list what you know]. Analyze each competitor on: pricing model, target customer, primary differentiation, apparent weakness, and one thing they do better than us. End with: three specific opportunities we should act on based on this analysis. **44. Create a 90-day priority plan** Create a 90-day priority plan for [describe role or goal — 'new CEO', 'launching a new product line', 'recovering from a slow quarter']. Context: [describe current situation, key constraints, and desired outcome]. Structure: first 30 days (learn and stabilize), days 31–60 (execute quick wins), days 61–90 (set up for long-term success). Include 3–5 specific priorities per phase with a clear output or milestone for each. **45. Write a business case for an investment** Write a business case for investing in [describe investment — new hire, new software, new market, etc.]. Format: (1) Problem or opportunity statement, (2) Proposed solution, (3) Investment required (one-time and ongoing), (4) Expected return — be specific about metrics and timeframe, (5) Risks and mitigations, (6) Recommendation. The audience is: [internal stakeholder — e.g., partner, board, CFO]. Tone: concise, numbers-driven, decision-oriented.

The gap between a mediocre AI output and a useful one usually comes down to four missing ingredients in the prompt. **Role**: Tell the AI who it is. 'You are an experienced B2B sales coach helping a new sales rep...' or 'You are a CFO reviewing a budget for a 50-person company...' Assigning a specific, knowledgeable role dramatically improves the relevance of the response. **Context**: Tell the AI enough about your situation that it can apply real judgment rather than generic structure. Company size, industry, what has already been tried, constraints, and priorities all matter. More specific context reliably produces more specific and useful output. **Format**: Tell the AI how you want the answer structured. 'Format as a table,' 'Write in three bullet points,' 'Use H2 and H3 headings,' and 'Keep to 300 words' are all format instructions that dramatically reduce editing time. **Iteration**: Treat the first output as a draft, not a final product. Follow up with: 'Make the second paragraph more specific,' 'Shorten this by half,' 'The tone is too formal — make it sound more like a conversation,' or 'The recommendation is too cautious — be more direct.' Iterating on the output in the same conversation is faster than starting over with a new prompt. One meta-technique worth building: whenever you get an output you particularly like, save the full prompt that produced it. Your own prompt library of what works in your business is more valuable than any generic template.

**Prompting too vaguely.** 'Write me a marketing email' is a request, not a brief. The AI will produce something structurally correct and contextually generic. Give it specifics: audience, offer, tone, length, goal. The prompt takes 2 extra minutes; the output requires 10 fewer minutes of editing. **Treating the first output as final.** AI output is a strong starting draft. For customer-facing content — emails, proposals, marketing copy — review it, edit it, and put your voice in it. Sending unedited AI output is usually detectable and occasionally embarrassing. **Pasting in sensitive data.** Consumer-tier AI tools (free ChatGPT, free Claude, free Gemini) have terms of service that allow your inputs to be used for training. Do not paste in customer PII, financial account information, trade secrets, or anything covered by NDA or contractual obligation. Use approved enterprise tools with data processing agreements when handling sensitive information. **Starting a new conversation for every related task.** Most AI tools maintain context within a conversation. If you asked for a blog outline and now want to draft section 2, stay in the same conversation. The AI knows what you are working on. Starting fresh loses that context and produces generic output. **Not specifying what 'good' looks like.** If you want a confident tone, say 'confident.' If you want the output in plain language with no jargon, say that. If the format matters (numbered list vs. paragraphs), specify it. The AI cannot read what you have in your head; describe the desired output explicitly. **Accepting vague answers and not pushing back.** If the AI gives you a generic five-point list when you needed specific recommendations for your situation, say so: 'That's too generic. Given that we are a 15-person B2B services firm in the [industry] space with these specific constraints: [describe], what would you actually recommend?' Push for specificity.