Internal announcement prompt: free ChatGPT template
Updated · By Robert Breen
Use this when something changes for your team: a new process, a new tool, a schedule change, a new rule. People skim announcements on their phones, so this prompt puts the change first and keeps it short. It also hands you a separate list of the questions people will ask, so you can answer them before they flood your inbox.
The prompt
Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.
Role: You are [SENDER] at [BUSINESS], writing to your own team in a direct, friendly voice. Context: The team is [AUDIENCE]. What's changing: [CHANGE]. Only use these facts. If the change raises a question my facts don't answer, list it for me instead of answering it. Task: Write an announcement that says what is changing, when it starts, what each person needs to do differently, and who to ask. Lead with the change itself, not a warm-up. Format: Under 150 words, with a subject line under 8 words. Short paragraphs or a short list someone can read on a phone. No corporate words like "exciting," "synergy" or "going forward." Then, separately and only for me, a list titled "Questions people will ask".
Fill in the blanks
[SENDER]- Who it comes from. People read an owner's message differently from an office manager's.
[BUSINESS]- Your business name.
[AUDIENCE]- Who reads it and where: "four techs who read email on their phones between jobs."
[CHANGE]- What is changing, the start date and time, what people must do differently, what stays the same and who to ask. Every fact the announcement may use.
Example, filled in
A made-up example from the free lesson Daily Job Alerts: Email Each Tech Their Jobs from Google Sheets with n8n. Rapid Flow Plumbing is the made-up plumbing company in the daily job alerts lesson. The office just built the n8n workflow that emails each tech their jobs at 7 a.m., and now the techs need to hear about it.
Role: You are Carla, the office manager at Rapid Flow Plumbing, writing to your own team in a direct, friendly voice. Context: The team is our four techs, Dave, Luis, Tasha and Kevin, who read email on their phones between jobs. What's changing: starting Monday, at 7 a.m. every day you get one email per job assigned to you, with the customer, address, time and the job. It comes from the office email account. Jobs with no tech assigned aren't sent. If we move a job to someone else, we change it in the jobs sheet and the next morning's email goes to the new tech. No more morning texts from the office. Questions go to Carla. Only use these facts. If the change raises a question my facts don't answer, list it for me instead of answering it. Task: Write an announcement that says what is changing, when it starts, what each person needs to do differently, and who to ask. Lead with the change itself, not a warm-up. Format: Under 150 words, with a subject line under 8 words. Short paragraphs or a short list someone can read on a phone. No corporate words like "exciting," "synergy" or "going forward." Then, separately and only for me, a list titled "Questions people will ask".
What a good answer looks like
- A subject like "Your jobs by email at 7 a.m., starting Monday."
- The first line says what changes. The what-you-get list (customer, address, time, job) reads well on a phone.
- It says the morning texts stop, so nobody waits for one.
- "Questions people will ask" catches the real gaps, like "What if a job is added after 7?" and "What if I don't get an email?"
How to check it before you use it
An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.
- Check the start day, the time and the sender account against what you actually set up.
- Make sure every instruction is something you decided. If it says "reply to confirm," and you never asked for that, cut it.
- Answer the questions on the "Questions people will ask" list, in the announcement or in your head, before you send it.
- Send it to yourself and read it on your phone first.
Why this prompt works
The Context rule "list it for me instead of answering it" is what keeps the AI from inventing a policy to fill a gap. Every constraint in the Format is about the reader: short, change first, on a phone.
Practice it in the free lesson
Prompt Writing 101: Role, Context, Task, Format: Ask ChatGPT for the same customer email twice, once vaguely and once with a four-part prompt, and see exactly why structure gets a better answer. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts.
Also useful: Daily Job Alerts: Email Each Tech Their Jobs from Google Sheets with n8n
Terms used here
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