Free AI Prompt Templates for Small Business: 25 Prompts That Save Hours Every Week

Write a product description for [product name].

Product details:
- Key features: [list 3-5 features]
- Materials/specs: [materials, dimensions, technical details]
- Who it's for: [ideal customer]
- Price point: [price or range]
- Brand voice: [casual/professional/luxury/playful]

Write for: [website/Amazon/Etsy/social media]

Include:
- Attention-grabbing headline
- 3-5 benefit-focused bullet points
- Short paragraph (2-3 sentences) for the full description
- 5 SEO keywords to use on the listing

Focus on benefits, not just features. Tell the customer why they care.

Write [4] weekly posts for my Google Business Profile.

Business: [name], [type of business], located in [city/neighborhood]
This week's focus: [promotion/event/new product/seasonal content/behind-the-scenes]

For each post:
- Opening hook (grab attention in the first line)
- Key details (what, when, where, how much)
- CTA: [call/visit website/come in today/book online] with [phone number/URL]

Keep each under 300 words. Write like a real person, not a marketing brochure.
Mention the neighborhood or area naturally — this helps with local search.

Respond to this customer review:

Review: [paste the review]
Star rating: [1-5]
My business: [business name, type]
Tone: [grateful/apologetic/professional]

Rules:
- If positive: thank them specifically, mention a detail from THEIR review (not generic thanks), invite them back
- If negative: acknowledge their frustration first, don't argue or make excuses, offer a specific resolution [refund/replacement/discount/direct contact], take it offline if needed
- If mixed: address the good and the bad honestly

Keep it under 100 words. Sign with [your name/title].

Write a 3-email follow-up sequence for a sales prospect.

Prospect: [who they are — role, company, industry]
How they found us: [referral/website/event/cold outreach]
What they're interested in: [product or service]
Conversation so far: [what's already happened — met at event, downloaded guide, had a call, etc.]
My business: [name, what we sell]

Write 3 emails spaced over 10 days:
- Email 1 (Day 1): Warm follow-up, reference our conversation, offer one helpful thing
- Email 2 (Day 5): Add value — share a case study, tip, or relevant insight
- Email 3 (Day 10): Gentle close — clear CTA, make it easy to say yes or no

Each email: subject line + body + CTA. Keep each under 150 words.
Tone: helpful, not pushy. I'd rather lose the sale than sound desperate.

My business: [name], [type], located in [city/area]
Service area: [list neighborhoods, cities, or regions you serve]

Write [5-10] FAQ answers about [your service] in [your area] for my website.

Requirements:
- Answer the way a real person asks the question (not keyword-stuffed)
- Include location names naturally — [neighborhood], [city], [nearby landmark]
- Each answer: 2-4 sentences, genuinely helpful
- Include practical details: pricing ranges, timeframes, what to expect

Example question style: "How much does [service] cost in [city]?" not "Best [service] [city] affordable rates."

These will go on my FAQ page to help with local Google rankings.

My business: [name], [type of business]

Here are the questions my customers ask most:
1. [question]
2. [question]
3. [question]
4. [question]
5. [question]
(add up to 10)

For each question, write a clear answer that:
- Gets to the point in the first sentence
- Is 1-3 sentences max (no essays)
- Uses plain language, not legal/corporate speak
- Includes a next step or link suggestion where helpful

Tone: [friendly/professional/casual]
Format: Q&A pairs I can paste directly into my website.

A customer has a complaint. Help me respond.

The complaint: [paste or describe what they said]
Product/service involved: [what they bought or used]
What happened: [the actual issue — shipping delay, defective item, bad experience, billing error]
What I can reasonably offer: [refund/replacement/discount/credit/explanation/apology only]

Write a response that:
1. Acknowledges their frustration (without being fake about it)
2. Takes responsibility where appropriate (don't blame them)
3. States the specific resolution clearly
4. Keeps the door open for their future business

Tone: empathetic but not groveling. Professional but human.
Keep it under 150 words.

Write a return and refund policy for my business.

Business type: [retail/e-commerce/service/digital products/subscription]
What I sell: [describe products or services]

Cover these specifics:
- Return window: [X days from purchase/delivery]
- Condition requirements: [unopened/unused/original packaging/any condition]
- Refund method: [original payment/store credit/exchange only]
- Who pays return shipping: [customer/business]
- Exceptions: [final sale items, custom orders, perishables, etc.]
- Process: how to start a return [email/form/call]

Write it so a normal person can understand it — no legal jargon.
Keep it firm but fair. I want customers to feel protected, not trapped.
Include a section on damaged/defective items (always our responsibility).

My business: [name, type of business]

Create 10 template responses for common live chat scenarios:

1. Greeting (first message when someone opens chat)
2. Product/service question (need more info to answer)
3. Shipping/delivery inquiry
4. Complaint or problem
5. Item out of stock
6. Business hours/availability question
7. Pricing question
8. Need to transfer to someone else
9. Need to follow up later (can't resolve now)
10. Closing/thank you

Rules:
- Each template: 1-2 sentences max
- Sound like a real person, not a bot
- Include [brackets] where I'd customize with specific details
- Friendly but efficient — people in chat want fast answers

I need to follow up on an unpaid invoice.

Client: [name or company]
Invoice: #[number], $[amount], originally due [date]
Days overdue: [X]
This is my [first/second/third] reminder
Relationship: [new client/long-term client/VIP/one-time project]

Write a follow-up email that:
- Is polite but gets the point across
- States the amount and original due date clearly
- Mentions payment methods: [bank transfer/credit card/PayPal/check]
- If second or third reminder: increase urgency without being aggressive
- If long-term client: assume it's an oversight, not malice

Keep it short. Nobody reads long payment reminder emails.

Here are my business expenses for [month/quarter]:

[Paste your list — can be messy, copied from bank statement, CSV, or just typed out. Include date, description, and amount for each.]

Categorize each expense as:
- Office supplies
- Rent/workspace
- Utilities (internet, phone, electric)
- Software/subscriptions
- Marketing/advertising
- Travel
- Meals (business)
- Professional services (legal, accounting)
- Insurance
- Equipment
- Inventory/COGS
- Other

Then:
- Total each category
- Flag anything that might not be tax-deductible
- Flag any subscriptions I'm paying for that appear multiple times (possible duplicates)
- Show grand total

Format as a clean table I can share with my accountant.

Help me project my cash flow for the next 3 months.

My business: [type]
Average monthly revenue: $[amount]
Revenue trend: [growing/stable/declining/seasonal]

Regular monthly expenses:
- [Expense]: $[amount]
- [Expense]: $[amount]
- [Expense]: $[amount]
(list your main recurring costs)

Upcoming one-time expenses:
- [What]: $[amount], expected [month]
- [What]: $[amount], expected [month]

Seasonal patterns: [e.g., "slow in January, peak in November-December" or "none"]

Create a simple 3-month projection showing:
- Expected income per month
- Expected expenses per month
- Net cash flow
- Running balance (starting from $[current balance])
- Flag any months where cash gets tight
- One suggestion per month to improve the numbers

Create a tax preparation checklist for my business.

Business type: [sole proprietorship/LLC/S-corp/C-corp/partnership]
Industry: [your industry]
Tax year: [year]
I have employees: [yes/no, how many]
I work from home: [yes/no]
I use my vehicle for business: [yes/no]

Create a checklist organized by:

1. Documents to gather (income records, expense records, 1099s, etc.)
2. Common deductions I should look for:
   - Industry-specific deductions for [my industry]
   - Home office (if applicable)
   - Vehicle use (if applicable)
   - Equipment and depreciation
   - Insurance premiums
   - Retirement contributions
   - Software and subscriptions
3. Deadlines I need to know
4. Things to discuss with my accountant before filing
5. Anything I should be doing NOW to save on next year's taxes

Keep it practical. I'm not an accountant — explain things in plain English.

Help me figure out if my pricing is right.

What I sell: [product or service, describe it]
Current price: $[amount]
My direct costs per unit/project: $[amount]
Time investment per unit/project: [hours]
Competitor prices: [list what you know — "$X for Company A, $Y for Company B"]
My target customer: [describe your ideal buyer]
What makes mine different: [your differentiators — quality, speed, service, customization]

Analyze:
1. What's my actual margin after costs and time?
2. Am I undercharging based on the market?
3. What would the market likely bear?
4. Give me 3 pricing options:
   - Conservative (safe, competitive)
   - Market-rate (matching perceived value)
   - Premium (if I position it right)
5. For each option: projected margin and potential customer reaction

Be honest. If I'm undercharging, say so. If my costs are too high, say that too.

Write a job description for my small business.

Role: [title]
Type: [full-time/part-time/contract/seasonal]
My business: [name], [what we do], [team size]
Location: [on-site in city/remote/hybrid]

Main responsibilities:
- [responsibility 1]
- [responsibility 2]
- [responsibility 3]
(list 4-6)

Must-haves:
- [requirement]
- [requirement]

Nice-to-haves:
- [skill or experience]
- [skill or experience]

Compensation: [salary range or "competitive" if you're not sharing]
Perks: [what you actually offer — flexibility, growth, culture, benefits]

Write it like a real human, not a corporate HR department.
Make the role sound interesting. Show what's good about working here.
Skip the "rockstar/ninja/guru" stuff. Just be honest about what the job is.

I'm interviewing candidates for: [role title]

Key skills this person needs:
- [skill 1]
- [skill 2]
- [skill 3]

My team culture is: [describe — fast-paced startup, collaborative small team, independent remote work, etc.]

Generate [8-12] interview questions organized by:

1. Technical/skill questions (can they actually do the job?)
2. Problem-solving (how do they think?)
3. Culture fit (will they thrive here?)
4. Situational — "Tell me about a time when..." (how have they handled real situations?)

For each question, include:
- What to listen for in a good answer
- Red flags in a bad answer

Keep questions conversational, not interrogation-style.
I'm a small business — I need someone who can wear multiple hats.

Write a section for my employee handbook.

My business: [name], [size — e.g., "12 people"], [type]
Section needed: [choose one: PTO policy / remote work policy / dress code / social media policy / attendance / expense reimbursement / other]

How we currently handle this: [describe your current informal approach]

Write a clear policy that:
- States what's expected in plain language
- Covers common scenarios and exceptions
- Is fair and reasonable (not corporate overkill)
- Includes who to talk to with questions: [name/role]

Tone: professional but not stuffy. We're a small team, not a Fortune 500.
Length: 1 page max. If you can say it in less, even better.

Write an offer letter for a new hire.

Candidate: [first name]
Role: [title]
Start date: [date]
Reports to: [name, title]

Compensation:
- Salary: $[amount] per [year/hour]
- Bonus/commission: [describe if applicable]
- Benefits: [list what you offer — health, PTO days, retirement match, etc.]
- Special terms: [signing bonus/relocation/equipment allowance/none]

Employment type: [at-will/contract with end date]

Write it so the candidate feels excited to join, not like they're signing a legal document.
Include:
- Genuine enthusiasm about them joining
- Clear compensation and start details
- What they should do to accept (sign and return by [date])
- Who to contact with questions: [name, email]

Write an SOP for this process: [process name, e.g., "opening the store each morning" or "onboarding a new client" or "processing an online order"]

Who performs this: [role or person]
How often: [daily/weekly/per occurrence]

Write step-by-step instructions that someone new could follow on their first day without asking questions.

Include:
- Tools or systems needed (with login info placeholders)
- Time estimate for each major step
- Common mistakes and how to avoid them
- What "done" looks like (how to know you did it right)
- Who to contact if something goes wrong: [name/role]

Format: numbered steps with sub-steps where needed.
Keep instructions specific. "Process the order" is useless. "Click 'Fulfill' in Shopify, then print the shipping label from the Orders tab" is useful.

I need to choose a [type of vendor, service, or tool].

Options I'm considering:
1. [Vendor/tool name] — [brief description, pricing if known]
2. [Vendor/tool name] — [brief description, pricing if known]
3. [Vendor/tool name] — [brief description, pricing if known]
(add up to 4)

My priorities (ranked):
1. [most important — e.g., price, ease of use, features, support]
2. [second priority]
3. [third priority]

My budget: $[range] per [month/year/project]
My business size: [team size, volume needs]

Create a comparison matrix with:
- Feature comparison across all options
- Pricing breakdown (monthly, annual, hidden fees)
- Pros and cons for each
- Rating each option against my priorities
- Clear recommendation with reasoning

Be specific. Don't just say "good customer support" — explain what makes one better than another.

Create a meeting agenda and follow-up template.

Meeting type: [team standup/client check-in/partner discussion/quarterly review/brainstorm]
Attendees: [list names and roles]
Time available: [X] minutes
Topics to cover:
- [topic 1]
- [topic 2]
- [topic 3]

Create two things:

1. AGENDA (to send before the meeting):
   - Time allocation for each topic
   - Any prep work attendees should do
   - Clear objectives — what decisions need to be made?

2. FOLLOW-UP EMAIL TEMPLATE (to send after):
   - Summary of what was discussed (with blanks to fill in)
   - Decisions made: [blank]
   - Action items with owners and deadlines: [blank]
   - Next meeting: [blank]

Keep the agenda tight. Meetings expand to fill the time you give them.

Write a section of my business plan.

Section needed: [executive summary / market analysis / financial projections / marketing plan / operations plan / competitive analysis]
My business: [describe what you do, who you serve, how you make money]
Stage: [idea / pre-launch / launched and growing / established]
Purpose of this plan: [bank loan / investor pitch / SBA loan / internal planning / partner discussion]

Write the section with:
- Realistic, grounded content (not MBA-textbook filler)
- Specific numbers where I've provided them, reasonable estimates where I haven't
- Honest about risks and challenges (lenders and investors respect this)
- Formatted professionally but readable

If I haven't given you enough detail for a section, tell me what information you need instead of making things up.

I received a contract and need to review it before signing.

Contract type: [service agreement/lease/vendor contract/partnership/NDA/employment]
I am the: [buyer/seller/service provider/client/tenant/landlord]
The other party is: [describe — vendor, client, landlord, etc.]

Either paste the contract or describe what it covers:
[paste contract text or summarize key terms]

Create a review checklist:
1. Key terms I should verify (payment, timeline, deliverables)
2. Red flags to watch for in this type of contract
3. Clauses that might need negotiation
4. Questions I should ask the other party before signing
5. Things that are standard vs. things that seem unusual
6. My obligations — everything I'm agreeing to do
7. Their obligations — everything they're promising
8. How either party can exit and what it costs

IMPORTANT: This is for my preparation and understanding, not legal advice.
I'll have a lawyer review before signing anything significant.

Create an outline for Terms of Service and Privacy Policy for my business.

Business: [name, type]
Website: [URL]
What I sell: [products/services/digital goods/subscriptions]

Data I collect from users:
- [email, name, payment info, browsing data, cookies, etc.]
Payment processing through: [Stripe/PayPal/Square/other]
User accounts required: [yes/no]
Age restrictions: [if any — e.g., must be 18+]

Create an outline covering:

TERMS OF SERVICE:
- Key sections needed
- Plain-language description of what each section should say
- Any clauses specific to my business type

PRIVACY POLICY:
- What data I collect and why
- How I store and protect it
- Third parties I share it with (payment processor, analytics, email service)
- User rights (access, deletion, opt-out)
- Cookie policy basics

IMPORTANT: This is a starting outline. I will have a lawyer draft the final versions.
Use plain language so I understand what I actually need before that conversation.

I'm hiring a freelancer or contractor. Create an agreement outline.

Who I'm hiring: [type — designer, developer, writer, consultant, etc.]
Project: [describe the work]
Timeline: [start date to end date, or ongoing]
Payment: $[amount], paid [hourly/per project/milestone], schedule: [weekly/monthly/on completion]

Create an agreement outline covering:

1. Scope of work — specifically what they will deliver
2. Deliverables — list of tangible outputs with deadlines
3. Payment terms — amount, schedule, invoicing process
4. Revision limits — [X revisions included, additional at $Y/hour]
5. Ownership/IP — who owns the final work (usually: you, after payment)
6. Confidentiality — what they can't share about your business
7. Communication expectations — response times, check-in schedule
8. Termination — how either party can end the agreement and what happens to partial work
9. Non-compete/non-solicit — if applicable

IMPORTANT: This is a starting framework. Have a lawyer review before using it.
Better to spend $200 on a lawyer now than $20,000 on a dispute later.