AI Prompts for Operations
159 free, copy-paste-ready prompts for operations. Pick one, paste it into ChatGPT or Claude, and put it to work.
Rewrite a Sales Objection Response to Sound Empathetic
Use this prompt after reviewing the draft script and noticing that specific sections feel off in tone. Adapt it by swapping in the actual section or objection you want refined — this example targets a pricing objection that comes across as defensive rather than empathetic.
Build a Team Sales Script from Call Patterns
Run this prompt immediately after the pattern-extraction prompt, in the same conversation. It converts the identified patterns into a structured, table-format script that team members can scan and use mid-call without sales training.
Extract Sales Patterns from Call Transcripts
Use this prompt after pasting one or more transcripts from your best closed-won sales calls. It sets the AI up to analyze patterns across calls rather than just summarize them, surfacing the exact language and turning points that made each call successful.
Turn Your Rate Card Into a Client Proposal
Use this as your master reusable proposal prompt after every sales call. Paste your rate card and five post-call notes into the bracketed fields to generate a complete, client-ready proposal draft in under two minutes.
Fix Unclear Task Names in AI Digest Output
Add this line to your weekly digest prompt when your task data includes internal shorthand, ticket IDs, or abbreviations that the AI may misread or misrepresent in the output.
Generate a Weekly Team Task Digest Email
Use this prompt after exporting your task list from a project tool like Asana, ClickUp, Trello, or a Google Sheet. Paste the task data above this prompt, then run it in ChatGPT, Claude, or Gemini to generate a formatted weekly team digest email ready to send before Monday morning.
Format Rough Shift Notes Into a Clean Handover Message
Use this prompt at the end of every shift to convert a manager's rough, unstructured end-of-shift notes into a clean, categorised handover note that matches your template. Takes under 90 seconds and produces an auditable, readable note ready to send to the incoming team.
Build a Shift Handover Note Template for Your Business
Use this prompt once to build a custom shift handover template tailored to your specific business type, shift structure, and known failure points. Run it in any AI chat window and refine the output with one or two follow-up messages.
Google Apps Script Email Alert for Low Stock Items
Use this prompt to generate the Google Apps Script code that sends a daily email alert listing any SKUs at or below their reorder point. Replace [your email address] with your actual email before pasting the returned code into the Apps Script editor.
Calculate Inventory Reorder Points From Sales Data
Use this prompt when you have 8 weeks of sales data by SKU and want AI to calculate average daily sales, safety stock, and reorder points for each item. Paste your actual sales data at the bottom before submitting.
No-Show Follow-Up Email Sequence for New Clients
Use this in the same AI session after generating the main sequence to create a variant tailored to newer clients who may need a softer, more relationship-building tone.
3-Email No-Show Follow-Up Sequence for Service Businesses
Use this prompt to generate a complete 3-email no-show follow-up sequence in one AI session. Fill in your business type, name, average appointment value, brand voice, and booking link before submitting.
Recurring Weekly Team Check-In Agenda Template
Use this pre-filled recurring agenda prompt template for weekly team check-ins. Only two or three fields need updating each week, reducing agenda prep to under 60 seconds.
Convert Meeting Notes Into a Follow-Up Summary
Use this prompt immediately after a meeting to convert rough notes or a transcript into a structured follow-up summary with decisions, action items, and open questions. Paste your raw notes or transcript below the prompt before submitting.
Generate a Decision-Focused Team Meeting Agenda
Use this prompt before a team meeting to generate a structured, decision-focused agenda. Fill in the five bracketed fields with your actual meeting details and send the output to attendees at least 24 hours in advance.
Convert a Position Description Into a Job Posting
Use this after your position description is finalized to quickly produce a candidate-facing job posting that preserves all the specificity you built in the internal document.
Challenge Your Job Description Before You Post It
Send this as a follow-up after the AI produces its first position description draft. It surfaces over-scoping, under-scoping, and missing details like reporting structure and decision-making authority before they become hiring problems.
Define a Role Scope for a New Hire
Use this as your opening prompt after completing your brain dump notes. It turns your business pain points into a structured role scope when you're hiring for a position you've never filled before.
Add a Vendor or Client Introduction Task to Onboarding
Use this as a follow-up prompt when the AI has omitted the vendor or client introduction step, which is commonly left out of AI-generated onboarding checklists because large-company training data handles it differently.
Rewrite a Corporate Onboarding Checklist for Small Business
Use this as a follow-up prompt if the generated checklist feels too generic or reads like a large-company HR template, to push the AI toward simpler, more actionable language suited to a small business.
Restructure a Flat Onboarding List Into Five Phases
Use this as a correction prompt in the same conversation if the AI returns a flat list instead of the five-phase structure (Before Day 1, Day 1, Days 2–5, End-of-Week-1 Check-in, Days 8–30).
Find Documentation Gaps Before a New Hire Starts
Use this as a follow-up prompt in the same conversation to identify gaps in your existing documentation before the new hire's first day, so you can prepare materials they'll need rather than fielding repeated questions.
Add Client Communication Etiquette to Onboarding Checklist
Use this as a follow-up prompt in the same conversation after generating the initial checklist, when the new hire will interact with clients and needs clear guidance on communication standards.
Adapt Onboarding Day 1 Checklist for Remote Workers
Use this as a follow-up prompt in the same conversation after generating the initial onboarding checklist, when the new hire will be working remotely and the Day 1 section needs to reflect that setup.
Build a Phase-by-Phase Employee Onboarding Checklist
Use this prompt at the start of a new chat session to generate a role-specific, phase-by-phase onboarding checklist for a new hire. Fill in the bracketed fields with details about your specific role, business type, tools, and 30-day goals before sending.
Turn Google Analytics Data Into a Plain-English Monthly Summary
Use this prompt once a month after pulling your six key numbers from Google Analytics (GA4). It turns raw traffic data into a plain-English summary with one actionable next step, tailored to your specific business type and location.
Shorten an Upsell Script to 30 Words or Fewer
Use this when the AI's upsell script draft is too long for practical use at the point of sale and staff are unlikely to memorise or deliver it naturally.
Match an Upsell Script Tone to Your Staff's Real Voice
Use this when the generated script sounds robotic or mismatched to your business's natural voice. Providing a sample of real staff language helps the AI match your tone quickly.
Role-Play an Upsell Script With AI Before Using It
Use this to run a role-play simulation before your team uses the script with real customers. It lets staff practise handling different reactions, including hesitation or a polite no.
Anchor an Upsell Script to a Specific Customer Cue
Use this to anchor the upsell script to a specific customer cue, so staff know exactly when to deliver the line rather than using it at an undefined moment.
Create Upsell Script Variants for Different Staff Personalities
Use this after generating a base upsell script to create variations suited to different staff personalities on your team.
Revise an Upsell Script to Sound More Natural
Use this as a follow-up prompt after receiving an initial upsell script draft that feels stiff or unnatural when read aloud.
Write a Staff Upsell Script for Your Business
Use this to generate a first draft upsell script tailored to your specific business, service, and add-on. Fill in the bracketed sections before pasting into ChatGPT or Claude.
Update an Existing Staff FAQ with Recent Changes
Use this every quarter to keep the FAQ current. Paste in the existing document and any notes about recent changes — the AI updates the content and flags anything uncertain for your review.
Rewrite a Staff FAQ in Plain, Direct Language
Run this after getting your first FAQ draft to strip out stiff or corporate-sounding language and make the document sound like it came from the actual business owner.
Build an Internal Staff FAQ from a Brain Dump
Use this as the starting prompt to turn a messy brain dump of policies and common questions into a structured internal staff FAQ. Paste in raw notes, old email replies, or anything you already have — the AI organizes it into eight standard categories.
Draft a Change Order When a Client Adds Work
Use this prompt when a client requests work that falls outside the original project scope. Run it before responding to the client so you have a written change order ready to send rather than absorbing the extra work unpaid.
Customise a Saved SOW Template for a New Client
Use this prompt when onboarding a new client for a recurring project type. It lets you quickly customize a saved master SOW template without rebuilding the document from scratch each time.
Find Missing Exclusions for Your Scope of Work
Run this as a follow-up prompt immediately after generating your SOW draft to surface industry-specific assumptions clients commonly make, so you can add them to your exclusions section before sending the document.
Write a Scope of Work Document for Clients
Use this prompt when starting a new client project to generate a complete, client-ready Scope of Work document. Fill in the bracketed fields with your actual project details before running it.
Fix Job Ad Word Count With an AI Prompt
Use this as an addendum to the main job ad prompt, or as a follow-up instruction, when the draft comes back either too short (under 300 words) or too long (over 500 words).
Rewrite a Job Ad to Sound Like an Independent Business
Use this follow-up prompt when the AI-generated job ad still reads as overly formal or generic after the first revision attempt. Paste specific phrases you actually use when talking about your business for best results.
Make a Job Ad Sound Less Corporate for a Small Business
Use this as a follow-up prompt after reviewing the initial job ad draft, when the tone feels too corporate or impersonal for a small independent business.
Write a Complete Job Ad for a Hard-to-Fill Role
Use this as your main job ad drafting prompt after answering the six preparation questions about the role. Paste your answers in place of the placeholder to generate a complete, ready-to-post job ad.
Project Delay Client Update Email Template
Use this prompt to generate a 'bad news' version of your weekly update template for situations where a project is delayed or something has gone wrong, so your team has a ready-made way to communicate problems honestly without causing client panic.
Add Team Instructions to a Client Update Template
Use this prompt after your base template is drafted to add inline guidance for team members, so even less confident staff can fill in the template correctly without needing to ask questions.
Adapt a Project Update Template for Your Industry
Use this as a follow-up prompt after generating the base template to tailor the language and placeholder examples to your specific industry so the update feels purpose-built rather than generic.
Weekly Client Project Status Update Email Template
Use this prompt at the start of your template-building session to generate a complete weekly client project status update email template tailored to your specific business type, project length, and client audience.
Expand a Policy Section With Edge Case Detail
Use this as an example iteration prompt after reviewing the initial draft. Adapt it to whichever section needs more detail or specificity in your own policy.
Draft a Structured Staff Policy Section
Use this after the AI has asked its clarifying questions and you have answered them. It instructs the AI to produce a structured first draft using the six required components of a complete policy section.
Interview AI Before Writing a Staff Policy
Use this at the very start of a policy-writing session, before any drafting begins. It prompts the AI to interview you about your specific business situation so the resulting policy is tailored rather than generic.
Write a Product Sourcing Brief for a New Supplier
Use this prompt when approaching a new manufacturer or supplier for the first time. It generates a complete, structured sourcing brief (RFQ) that forces all key variables — specs, quantities, Incoterms, certifications, lead times — so suppliers can quote accurately without back-and-forth.
Quarterly Review and Update Your Lead Qualification Checklist
Use this every quarter when you want to update your lead qualification checklist with lessons from recent projects. Keeps your filter current as your business and client base evolve.
Build a Lead Qualification Checklist from Past Clients
Use this prompt after gathering rough notes on 10–15 past clients. Paste all your notes at once and let the AI find patterns between your best and worst engagements so you can build a lead qualification checklist based on your own experience.
Review a Subcontractor Agreement for Gaps and Risks
Use this as a follow-up prompt immediately after generating the initial subcontractor agreement draft, in the same chat session. It stress-tests the draft and surfaces gaps before you send it to sign.
Draft a Plain-Language Subcontractor Agreement
Use this prompt when you need to draft a subcontractor or freelancer agreement from scratch. Fill in the bracketed fields with your specific project details before submitting.
Draft a Three-Tier Subscription Structure With Clear Boundaries
Use this as the third step to turn clustered services into a named, scoped subscription structure with clear deliverables and boundaries for each tier.
Group Your Services Into Outcome-Based Subscription Clusters
Use this as the second step after the AI has analyzed your service list. It reframes your work from time spent to client outcomes, which is what makes subscription tiers sellable.
Analyze Your Services Before Switching to Subscriptions
Use this as the first step in building a subscription tier structure. Paste your service audit document before this prompt so the AI has real data to analyze. Run this before any pricing or tier discussions.
Check Feasibility of Filling a Service Gap
Use this as a follow-up after the main gap analysis prompt to pressure-test which gaps are actually feasible to fill before committing to any changes.
Run a Competitor Service Gap Analysis
Use this after gathering your own service list and Perplexity summaries of 2–4 competitors. Paste all raw data before this prompt to generate a structured gap analysis table with actionable recommendations.
Draft a Professional Annual Client Value Report
Use this prompt after you have a cleaned-up bullet list of accomplishments from the previous step. It drafts the full annual client value report using a before/after/because structure, ready to send to a client ahead of a renewal conversation.
Extract and Reframe Client Accomplishments for Annual Report
Use this prompt after gathering all your raw notes, emails, project updates, and metrics from the past year with a client. It turns a messy collection of raw material into a prioritized, outcome-focused list of accomplishments ready to use in a client report.
Calibrate Voicemail Urgency to Reduce False High Alerts
Use this adjusted version of the prioritization prompt if the standard prompt is over-classifying messages as High urgency — for example, when polite 'please call me back as soon as you can' language is being treated as genuinely time-sensitive.
Prioritize Business Voicemails into a Call-Back Table
Use this prompt after collecting and numbering all voicemail transcripts. It turns a raw list of voicemail text into a prioritized call-back table sorted by urgency, so you can act on the most critical messages first without re-reading every transcript.
Extract Compliance Requirements from a Tender Document
Use this prompt on the full tender document to surface mandatory pass/fail compliance questions — such as insurance minimums, financial standing declarations, and GDPR statements — that are separate from scored narrative sections and easy to miss on a first read.
Reduce a Tender Response to an Exact Word Count
Use this prompt when an AI-drafted tender section exceeds the word or page limit specified in the tender document. Paste the over-length draft and the target word count before running it.
Check a Tender Draft Against Evaluation Criteria
Use this prompt immediately after generating a draft for any tender section. Paste the draft back into the AI session and run this check to catch gaps before your editing pass.
Write a Social Value Section for a Public Sector Tender
Use this prompt to draft the social value section of a UK public sector tender, where social value questions typically carry up to 10% of total marks and require specific, measurable commitments rather than generic statements.
Draft a Tender Section Against Evaluation Criteria
Use this prompt for drafting the methodology, proposed solution, company overview, case studies, or team credentials section of a tender response. Paste your evidence bank into the AI session first, then apply this prompt to each section one at a time.
Research a Realistic Price Reduction to Ask a Supplier
Use this before writing your negotiation script when you don't know what a realistic price reduction to ask for looks like. Swap in your own supplier type and relationship length.
Reformat a Negotiation Phone Script as a Professional Email
Use this after generating a phone call script when you want to conduct the negotiation over email instead.
Cut a Negotiation Script Down to 90 Seconds
Use this when the generated script is too long to realistically use on a live phone call and needs to be condensed.
Rewrite the Fallback Transition in a Negotiation Script
Use this when the transition between your main negotiation ask and your fallback position feels abrupt or awkward in the script.
Convert a Written Script to Spoken Phone Dialogue
Add this to your original prompt or paste it with the draft output when the AI has defaulted to written-document style instead of natural spoken language.
Revise a Negotiation Script Section to Sound More Natural
Use this as a follow-up prompt after receiving the initial negotiation script, when any section sounds stiff or overly formal rather than conversational.
Write a Supplier Negotiation Script for a Phone Call
Use this before calling a supplier to renegotiate pricing or terms. Fill in your specific supplier details, spend amount, and asks before submitting.
Add a Contract Renewal Status Label to Your Spreadsheet
Use this prompt after building the Days Until Renewal column to add a plain-English status label to each client row, turning the spreadsheet into a scannable renewal dashboard.
Generate a Days Until Renewal Formula for Google Sheets
Use this prompt to generate a Google Sheets formula that automatically calculates how many days remain until each client's contract renews, updating dynamically each day without manual date math.
Parse a Client List into a Renewal Tracker Table
Use this prompt at the start of building your renewal tracker to transform a messy client list — from an email, spreadsheet export, or typed notes — into a clean, structured table ready to paste into Google Sheets.
Convert Client Intake Form Into a Meeting Brief
Use this prompt in Zapier's OpenAI step to automatically convert a completed client intake form into a structured meeting brief. Replace the bracketed placeholders with the mapped field values from your intake form tool. Run it before every new client call so you arrive prepared without re-asking questions the client already answered.
Format an SOP for Google Docs with Headings
Use this after generating your SOP draft when you want to store and share the document in Google Docs. Paste the existing SOP text and add this instruction to get properly formatted output.
Format an SOP as Notion Markdown
Use this after generating your SOP draft when you want to store and share the document in Notion. Paste the existing SOP text and add this instruction to get properly formatted output.
Shorten an SOP to Fit on One Page
Use this as a follow-up prompt when the AI returns an SOP that is too long — typically because your brain-dump covered multiple sub-tasks or you didn't include a length constraint in the original prompt.
Revise SOP Steps to Be More Specific
Use this as a follow-up message when the initial SOP draft comes back with generic steps that don't match your actual process. Add your specific details in place of the bracketed placeholder.
Write a Standard Operating Procedure from a Brain-Dump
Use this prompt immediately after pasting or dictating a rough brain-dump description of a weekly business task. It converts your unorganized description into a structured, one-page SOP a staff member can follow without asking questions.
Write a Web Design Brief Before You Hire
Use this prompt before hiring a web designer or agency. It guides you through a structured interview — one question at a time — and then produces a finished, formatted brief you can send directly to designers.
Talking Points for Telling Your Team About a Staff Change
Use this as the final step in building the full communication package. It produces a brief set of bullet points the manager can use when telling the rest of the team about the redundancy, pay freeze, or policy change — without disclosing private details about the individual involved.
Rehearse Employee Reactions to Difficult News
Run this as a follow-up after generating the conversation script. It produces a rehearsal document covering likely objections, emotional reactions, and suggested manager responses so you're prepared before the real conversation.
Script for Delivering Bad News to an Employee
Use this prompt to generate a spoken script for a difficult one-to-one staff conversation — redundancy, pay freeze, or policy change. Fill in the bracketed fields with your specific situation before running it.
Flag Contradictions in a Client Message Thread
Add this line to the main brief prompt when contradictions in the client thread are being silently resolved by the AI rather than flagged for your review. WhatsApp exports include timestamps that help the model report the sequence accurately.
Filter Small Talk from a Client Chat Thread
Add this line to the main brief prompt when the exported chat thread contains a lot of off-topic conversation (greetings, personal updates, etc.) that causes the AI to produce a vague or unfocused brief.
Turn a WhatsApp Thread into a Project Brief
Use this prompt after pasting an exported WhatsApp (or SMS/iMessage) thread into your AI tool. It converts a messy client conversation into a structured project brief with clearly defined sections including goals, deadlines, budget, and flagged contradictions.
Analyze Sales Call Notes for Objection Patterns
Use this prompt after pasting your sales call notes into ChatGPT or Claude. It returns a structured table mapping objection themes to frequency, real examples from your notes, and suggested responses — so you can see exactly which objections are killing your deals.
Add a Review Schedule to Your Business Continuity Plan
Use this as the final step to add a maintenance and review section to your business continuity plan, ensuring the document stays current and actionable over time.
Draft a Credentials and Access Protocol for Emergencies
Use this to draft the credentials and access section of your business continuity plan. It keeps the document safe to share by referencing your password manager rather than containing actual login details.
Identify Coverage Gaps in Your Business Continuity Plan
Use this after completing the AI's initial interview about your critical business functions. It prompts the AI to generate a coverage matrix and clearly surfaces the roles with no backup — your actual risk exposure.
Start a Business Continuity Plan with AI Interview
Use this as the opening prompt to kick off a structured business continuity planning session. It prevents the AI from generating a generic template by triggering an interview-first approach tailored to your specific business.
Align Pitch Deck Language with Grant Program Goals
Use this follow-up prompt after generating the base pitch deck outline when preparing a grant application. Paste the grant program's goals or scoring criteria so the AI can align slide language with the funder's mission and terminology.
Rewrite Pitch Deck Slides for a Bank or Grant Audience
Use this as a follow-up prompt when the initial pitch deck outline uses startup or investor language (words like 'disruptive,' 'scalable,' 'runway') that is inappropriate for a bank loan or grant application audience.
Generate a Pitch Deck Outline from a Business Summary
Use this prompt to convert a one-page business summary into a slide-by-slide pitch deck outline tailored to a bank loan, grant application, or partner pitch. Fill in the brackets with your specific business type, audience, funding ask, and summary before sending.
Match AI Writing to Your Natural Business Voice
Use this when the AI-generated draft doesn't sound like you. Giving the AI real examples of your writing helps it match your natural tone.
Update an Existing Client Onboarding Explainer
Use this whenever your process, pricing, or offerings change and you need to update your onboarding explainer without starting from scratch.
Adjust Tone of a Client-Facing Document
Use this after receiving the initial onboarding explainer draft if the tone feels off. It adjusts the voice to better match your client base without rewriting the whole document.
Write a Structured Client Onboarding Document
Use this as the follow-up prompt after the AI has finished interviewing you about your process. It turns your answers into a structured, client-facing onboarding document.
Interview-Style Client Onboarding Explainer Prompt
Use this as the first step when building a client onboarding explainer. It prompts the AI to interview you about your business before writing anything, so the output is based on your actual process rather than generic assumptions.
Write a Performance Improvement Plan for an Employee
Use this prompt when you need to create a formal performance improvement plan for an underperforming employee and have no HR department. Fill in each bracketed field with your specific employee details, incidents, and goals before running it.
Revise a Staff Schedule for a Single Employee Change
Use this as a follow-up message in the same chat session when the generated schedule incorrectly assigns someone to a day they are unavailable, or when you need to make a targeted revision without re-pasting all your constraints.
Format a Staff Schedule as a Table
Use this as a follow-up message in the same chat if the AI returns the schedule as prose instead of a structured table.
Build a Weekly Staff Schedule with Constraints
Use this prompt each week to generate a complete staff schedule. Fill in your shift structure, staff availability, business rules, and any week-specific commitments before sending. It works for cafés, retail stores, or any small team running recurring shifts.
Calculate Safety Stock from Supplier Delivery Records
Use this prompt when you have historical supplier delivery dates and want to calculate a more accurate safety stock figure based on real lead time variability rather than averages. Paste your actual order and delivery date records into the chat along with this prompt.
Auto-Email Inventory Reorder Alerts from Google Sheets
Use this prompt to generate a working Google Apps Script that automatically emails you when any inventory item falls below its reorder point. Paste it into Claude, ChatGPT, or Gemini after setting up your spreadsheet columns.
Write a Staff Process Guide from a Brain Dump
Use this prompt after recording and transcribing a spoken brain dump of a recurring task. It converts raw, unstructured notes into a formatted, staff-ready process guide with all seven sections including common mistakes and a completion definition.
Add a Grace Clause to Your Cancellation Policy
Use this follow-up prompt to add a human exception clause to your policy, making it feel fair and judgment-based rather than rigid — which can actually increase client acceptance.
Write a Deposit Request That Sounds Professional Not Punishing
Use this prompt to generate deposit-request language that can accompany your cancellation policy, framing the deposit as normal professional practice rather than a penalty.
Write Cancellation Policy Versions for New and Loyal Clients
Use this follow-up prompt when you serve a mix of long-term regulars and new clients and need two versions of the short confirmation message tailored to each audience.
Make a Cancellation Fee Clearer Without Sounding Harsh
Use this follow-up prompt if the draft is too apologetic and buries the fee amount, making it easy for clients to overlook the actual charge.
Rewrite a Policy to Sound Warmer and Less Stiff
Use this follow-up prompt in the same conversation if the initial policy draft sounds too stiff, formal, or legal in tone.
Write a Cancellation and No-Show Policy for Clients
Use this as your main starting prompt to generate a full cancellation policy, a short SMS/email version, and a one-sentence footer — all in one shot. Fill in your business type, appointment value, notice window, fee structure, and preferred tone before running it.
Make 30-60-90 Day Onboarding Milestones Specific and Measurable
Use this as a follow-up prompt when the AI-generated 30-60-90 milestones feel too generic or don't match your actual expectations for the role in your specific business.
Revise a New Hire First-Week Schedule to Be More Realistic
Use this as a follow-up prompt when the AI-generated first-week schedule lacks a clear anchor activity for a given day or when the time blocks add up to an unrealistic total.
Generate a New Hire Onboarding Plan with First-Week Schedule
Use this prompt once you've gathered the six role-specific inputs about the new hire's job. It generates a pre-arrival checklist, a full day-by-day first-week schedule, and a 30-60-90 day milestone overview in a single response.
Revise a Scope of Work After Filling In Gaps
Use this as a follow-up prompt in the same conversation after reviewing the ambiguities list the AI returned in the first pass. Paste in your answers to each flagged gap before finalizing the SOW draft.
Draft a Client Scope of Work from a Raw Brief
Use this prompt at the start of a new client project to generate a full scope of work document from a raw client email or brief. Paste it into Claude or ChatGPT after collecting your client inputs, verbal notes, and standard terms.
Extract Action Items from Recurring Team Meeting Transcripts
Use this enhanced version of the extraction prompt for recurring meetings like weekly standups or client check-ins. The added context line prevents completed tasks from last week from being re-listed as new assignments, and the extra rule biases uncertain decisions toward Unresolved Items.
Extract Action Items and Decisions from Meeting Transcript
Use this prompt after exporting a speaker-labeled transcript from Zoom, Fathom, or any meeting recording tool. Paste this prompt at the top of a new chat, then paste the full transcript immediately below it to extract structured action items, decisions, and unresolved items.
Simplify a Job Ad to Grade 8 Reading Level
Use this as an addendum to your job ad prompt if the output still sounds like an HR document after the first attempt. Append it to your original prompt before regenerating.
Rewrite a Job Ad to Sound Less Corporate
Use this as a follow-up prompt if the AI's initial job ad output still sounds corporate, formal, or filled with HR-style language. Add it to your original prompt and regenerate.
Write a Job Ad for a Trade or Hourly Role
Use this prompt when you need to write a job ad for a trade or hourly role. Fill in the five bracketed inputs with your specific job details before running it in ChatGPT or Claude.
Redline an Existing Service Agreement for Scope or Fee Changes
Use this prompt when an existing retainer client's scope or fees have changed significantly and you need to update the SLA. Paste your current agreement into the chat before running this prompt.
Draft a Plain-Language Service Level Agreement for Retainer Clients
Use this prompt when you need to create a retainer service level agreement for a client without hiring a lawyer. Fill in your specific business details, services, fees, and terms before running it.
Write Separate Refund Policies for Physical and Digital Products
Use this prompt when your business sells both physical goods and digital products and you need the refund policy to address each category with its own distinct rules.
Explain What a Policy Clause Means in Plain English
Use this follow-up prompt when the AI includes a clause in your policy that you don't fully understand and want explained before deciding whether to keep it.
Rewrite Your Refund Policy in a Warmer Tone
Use this follow-up prompt if the AI-generated policy sounds too formal or stiff and you want it to better reflect the voice of a small business.
Add Final Sale and Custom Order Clauses to Your Policy
Use this as a follow-up prompt after generating your initial refund policy draft to add explicit clauses covering sale items and custom orders.
Add EU and UK Right of Withdrawal to Your Policy
Add this instruction to your refund policy prompt if any of your customers are based in Europe, to ensure the policy includes the mandatory 14-day cooling-off period.
Write a No-Refund Clause for Digital Products
Use this as a follow-up or addition to your main refund policy prompt if you sell digital downloads, courses, coaching, or software subscriptions and want to minimize chargebacks.
Write a Plain-English Refund and Return Policy
Use this prompt to generate a tailored refund and return policy for your small business. Fill in the bracketed fields with your actual business details before sending.
Adjust Competency Weights on an Interview Scorecard
Use this as a follow-up prompt when the AI's default competency weighting in the scorecard doesn't match your actual priorities for the role.
Check Interview Questions for EEOC Legal Compliance
Use this prompt to run a legal compliance check on your finalized interview question list before using it in actual interviews. It acts as a first-pass filter to catch potentially problematic questions.
Create a Weighted Interview Scorecard for Google Sheets
Run this as a follow-up prompt in the same conversation after generating your interview questions. It produces a complete scoring sheet with behavioral anchors and weighted competencies ready to paste into Google Sheets.
Generate Behavioral Interview Questions by Competency
Use this prompt after pasting your job description into a new AI conversation. It generates a structured set of behavioral interview questions grouped by competency, tailored to your specific role and company size.
Write a Client Proposal from Your Rate Card
Use this as your master reusable prompt to generate a client-ready service proposal. Paste your rate card into Section 2 and the client's inquiry or intake notes into Section 3 each time you need a new proposal.
Create a Supplier Onboarding Checklist and Welcome Email
Use this prompt when you're bringing on a new supplier and need to quickly create both an internal onboarding checklist for your team and a welcome email to send to the vendor. Fill in the bracketed fields with your actual business details before running it.
Filter Inactive Customers in Google Sheets
Use this when you have a customer list exported from your sales or booking system and need to isolate customers who haven't purchased in the last six months, without knowing how to write spreadsheet formulas yourself.
Write a Complete Staff Handover Document
Use this as the second pass after answering the gap-filling questions identified in Pass 1. Run this in the same conversation thread to produce the complete, structured handover document with flagged missing items.
Analyse Handover Notes and Identify Gaps
Use this as the first pass when building a staff handover document. Paste raw notes or a transcript from a departing employee's debrief session to identify gaps before attempting to write the full document.
Fix an Overly Formal Partnership Email Tone
Use this as a corrective follow-up prompt when the AI's first draft comes back sounding stiff, overly formal, or like a corporate document rather than a warm local business outreach.
Refine Referral Mechanism to Include a Physical Card
Use this as a follow-up prompt after receiving an initial partnership proposal draft, when you want to specify that the referral mechanism involves a physical card rather than a verbal recommendation or code.
Partnership Proposal Email Example for Local Businesses
Use this as a concrete, filled-in example of the partnership proposal template — specifically for a physio clinic pitching a referral arrangement to a local gym. Adapt the business types, location, and offer details to match your own situation.
Write a Local Business Partnership Proposal Email
Use this as your main prompt template when drafting a partnership proposal email to another local business. Fill in the bracketed fields with your specific business details, the collaboration mechanic, and the benefit to the partner before submitting.
Write Anti-Harassment and Discrimination Policy for Handbook
Use this prompt to generate a harassment and discrimination policy. It includes a note about the Title VII employee threshold so the AI addresses it explicitly rather than silently omitting the context.
Write Workplace Safety Section for Employee Handbook
Use this prompt to create a workplace safety section. The prompt prompts the AI to flag industry-specific OSHA requirements rather than attempt to cover them generically.
Write Employee Benefits Summary for Handbook
Use this prompt after the business context block has been set to draft a benefits overview. The prompt ensures the section is positioned as a summary rather than a binding plan document.
Write Attendance and Leave Policy for Handbook
Use this prompt to create an attendance and leave policy. The prompt instructs the AI to flag state-specific sick leave rules rather than guess at them, which keeps you from publishing inaccurate legal requirements.
Write Code of Conduct Section for Employee Handbook
Use this prompt to draft a workplace conduct policy. The built-in instruction to flag NLRB Section 7 concerns helps you avoid accidentally including language that could be legally problematic.
Write At-Will Employment Section for Handbook
Use this prompt to generate a plain-language at-will employment section that protects you legally while remaining easy for employees to understand.
Write Handbook Welcome and Company Overview Section
Use this prompt after pasting the business context block to generate the opening section of your employee handbook, including a welcome message and mission statement.
Set Up Business Context for Employee Handbook
Paste this business context block at the start of every new AI chat session before running any section prompts. It gives the AI the specific details it needs to produce relevant, accurate output rather than generic filler.