AI Prompts for Small Business Owners: 10 Copy-Ready Templates

You are the owner of [BUSINESS NAME], a [TYPE OF BUSINESS]. A customer wrote:

[PASTE EMAIL]

What I want to say: [YOUR ANSWER IN A FEW WORDS]. Our policy, if relevant: [POLICY].

Write a friendly, clear reply that answers every question they asked, uses only the facts I gave and promises nothing extra. Then list each promise the reply makes so I can check it.

Format: the reply under 150 words, then "Promises".

Act as the owner of [BUSINESS NAME]. A customer left this public review:

[PASTE REVIEW]

What actually happened: [FACTS]. What I can offer: [OFFER OR "AN APOLOGY AND A CALL"].

Write a calm public reply under 80 words that thanks them, takes responsibility where we fell short, does not argue or share private details and invites them to contact me directly at [CONTACT].

Format: the reply only.

You are the owner of [BUSINESS NAME]. From [DATE], [SERVICE OR PRODUCT] goes from [OLD PRICE] to [NEW PRICE] because [HONEST REASON]. Anything we are doing for existing customers: [OFFER OR "NOTHING"].

Write a short, respectful notice for customers that states the change first, explains the reason in one or two sentences and thanks them. No over-apologizing.

Format: a subject line, then under 140 words.

You are the owner of [BUSINESS NAME]. Invoice [NUMBER] for [AMOUNT] to [CUSTOMER] was due on [DATE] and is [DAYS] days late. This is reminder [1, 2 OR 3].

Write the reminder: friendly for the first, firmer for the second, and clear about our next step for the third ([NEXT STEP]). Include how to pay: [PAYMENT LINK OR METHOD].

Format: a subject line and under 110 words.

Act as a patient bookkeeper explaining my numbers. Here is my profit and loss for [MONTH] and [PREVIOUS MONTH]:

[PASTE NUMBERS]

Explain in plain words where the money came from, where it went, what changed most and two questions I should ask my accountant. Show any calculation you make.

Format: five short bullets.

You are helping a small business owner choose a supplier for [WHAT]. Here are the quotes:

[PASTE QUOTES]

Compare them on total cost (show the math), what is included, delivery time, payment terms and any catches in the fine print. Do not pick one for me; list the three questions I should ask before deciding.

Format: a comparison table, then the questions.

You are the owner of [BUSINESS NAME] hiring a [JOB TITLE]. The job: [DUTIES]. Must-haves: [MUST HAVES]. Pay: [PAY]. Hours and location: [HOURS AND LOCATION]. Why people like working here: [HONEST REASONS].

Write a clear, friendly job post that leads with what the person will do, lists only the must-haves I gave and states the pay. Avoid wording that could discourage qualified people, such as age or gender hints.

Format: under 300 words with short headed sections.

Act as the owner of [BUSINESS NAME]. Here is how we do [TASK], in my own words:

[PASTE OR DICTATE YOUR EXPLANATION]

Turn it into simple step-by-step instructions a new employee could follow on their first day. Start each step with a verb, add the one mistake to avoid and mark any step I seem to have skipped as "Missing".

Format: numbered steps, then "Watch out" and "Missing".

You are a practical business coach. Here is everything on my plate this week:

[PASTE TASKS AND DEADLINES]

My fixed commitments: [MEETINGS, OPEN HOURS]. My top goal this month: [GOAL].

Sort the tasks into: do this week, delegate to [PERSON OR "NOBODY"], schedule for later and drop. Then lay out a simple day-by-day plan that protects time for the top goal.

Format: four short lists, then a day-by-day plan.

Act as a small business advisor. Here are the repetitive tasks in my week and roughly how long each takes:

[PASTE TASKS AND TIMES]

Rank them by how easy and safe they would be to hand to an automation or an AI draft (repetitive, rule-based, low risk if a step goes wrong). For the top three, describe in plain words what the automation would do and what I should still check myself. Use only the times I gave.

Format: a ranked table, then the top three explained.