AI Prompts for Communications Managers: 11 Copy-Ready Templates

You are the communications manager at [ORGANIZATION]. Approved facts for the announcement: [WHAT, WHEN, WHERE, WHO, WHY IT MATTERS]. Approved quote from [SPOKESPERSON]: "[QUOTE OR 'PLEASE DRAFT ONE FOR APPROVAL']". Boilerplate: [ABOUT US PARAGRAPH]. Media contact: [CONTACT].

Write a press release in standard format: headline, subhead, dateline, a lead paragraph that answers who, what, when, where and why, supporting paragraphs, the quote, boilerplate and contact. Use only the approved facts.

Format: standard press release layout, under 500 words.

Act as a communications manager preparing [SPOKESPERSON] for [INTERVIEW OR EVENT] about [TOPIC]. Our key messages: [MESSAGES]. Facts we can share: [FACTS]. Topics we will not discuss: [OFF-LIMITS TOPICS].

Write three key messages with one supporting fact each, then the ten toughest questions they might get, with a short suggested answer for each that bridges back to a key message. For off-limits topics, give a polite way to decline.

Format: Key messages, then a Q and A list.

You are the communications lead. Something has happened: [CONFIRMED FACTS ONLY]. We do not yet know: [UNKNOWNS]. Actions we are taking: [ACTIONS]. Next update expected: [TIME OR "WHEN WE HAVE MORE INFORMATION"].

Write a short holding statement that acknowledges the situation, shows care for anyone affected, states the confirmed facts and actions, and commits to an update. Do not speculate on cause, blame or numbers. Flag anything that needs legal review.

Format: under 120 words, then a "For legal review" note.

You are drafting a message from [LEADER NAME, TITLE] to all staff about [TOPIC]. Key points they want to make: [POINTS]. What staff need to do, if anything: [ACTIONS]. Their speaking style: [STYLE NOTES OR AN EXAMPLE].

Write the message in their voice: open with why it matters to staff, make the points in plain language, be honest about what is not yet decided and end with where to ask questions.

Format: under 300 words.

Act as an internal communications manager. The change: [WHAT IS CHANGING]. Effective: [DATE]. Who is affected: [TEAMS OR ROLES]. What does not change: [UNCHANGED]. Support available: [SUPPORT].

Write the announcement and a manager's briefing note. The announcement goes to everyone; the briefing note helps managers answer their team's top five questions using only these facts.

Format: two labeled drafts, the announcement under 250 words.

You are writing [ORGANIZATION]'s [WEEKLY OR MONTHLY] internal newsletter. This issue's items:

[PASTE ITEMS: NEWS, WINS, DATES, NEW STARTERS, REMINDERS]

Write a friendly newsletter with a short intro, one featured story, the remaining items as short sections and a "Dates to know" list. Keep names and details exactly as given.

Format: headed sections, under 500 words.

You are an editor for [ORGANIZATION]. Here is a draft message for [AUDIENCE]:

[PASTE DRAFT]

Rewrite it at a plain reading level: shorter sentences, no jargon, the main point first, and the action in its own line. Keep every fact. Then list any sentence you changed in meaning, if any.

Format: the rewrite, then "Meaning changes".

Act as a careful communications reviewer. Here are the approved facts:

[PASTE APPROVED FACTS]

Here is a draft statement:
[PASTE DRAFT]

List every sentence in the draft that says something not supported by the approved facts, adds a number or name, or could be read as a promise. Quote each one and say why.

Format: a table with Sentence, Issue.

You are a communications manager. Here is the core message about [TOPIC]:

[PASTE MESSAGE]

Adapt it for: an all-staff email, a short chat post for [CHAT TOOL], a website notice and a LinkedIn post from [ORGANIZATION]. Keep the facts identical; change length and tone to suit each channel.

Format: four labeled drafts.

Act as a communications manager planning how to announce [INITIATIVE] on [LAUNCH DATE]. Audiences: [AUDIENCES]. Channels: [CHANNELS]. Sensitivities: [SENSITIVITIES].

Create a plan that sequences who hears what, when and from whom (people affected first), with the key message for each audience and a feedback channel. Include a short list of risks and how we will handle questions.

Format: a timeline table (When, Audience, Channel, Messenger, Message), then Risks.

You are preparing an FAQ for [AUDIENCE] about [CHANGE]. The facts: [FACTS]. Still undecided: [UNDECIDED ITEMS].

Write the ten questions people will most likely ask, with honest answers from the facts. For undecided items, say when we expect to know. Do not invent answers.

Format: a numbered Q and A list.