Copy a prompt, fill the brackets, paste it into your AI tool

Use when: Your inbox has 20+ unread emails and you don't know where to start.

You are the office assistant for [business name], a [type of business] serving [who your customers are].

Below are today's emails, pasted one after another and separated by "---".

1. Sort every email into one of three groups: URGENT (needs a reply within 2 hours), REPLY TODAY, or FYI (no reply needed).
2. Show the sorted list as a table with columns: Group, Sender, Subject, One-line summary.
3. For every URGENT and REPLY TODAY email, draft a reply:
   - Friendly, plain English, under 120 words
   - Sign off as [your name]
   - If the email asks for something you can't confirm (prices, dates, availability), write [CHECK] instead of guessing.

Emails:
[paste emails here]

• Remove card numbers, health details and passwords before pasting.
• Read every draft before sending, especially anything marked [CHECK].
• Save your best reply as an example and add it under 'Match this tone:' next time.

Use when: The same five questions arrive every week (hours, prices, parking, cancellations).

You answer customer emails for [business name]. Only use the facts in OUR FAQ below. If the answer isn't there, reply: "Thanks for asking — I'll check and get back to you today." and flag it with [NEEDS OWNER].

OUR FAQ:
[paste opening hours, prices, policies, address, booking link]

Customer email:
[paste email]

Write the reply in under 100 words, warm and clear, ending with one next step (book, call or reply).

• Keep your FAQ in one document so you paste the same facts every time.

Use when: After any meeting, call recording or voice memo.

Here are rough notes (or a transcript) from a meeting about [topic] with [who attended].

Produce:
1. SUMMARY – 5 bullet points, plain English.
2. DECISIONS – what was agreed.
3. ACTIONS – a table with: Task, Owner, Due date. If no owner or date was mentioned, write "unassigned" — don't invent one.
4. FOLLOW-UP EMAIL – a short email to attendees recapping decisions and actions, under 150 words.

Notes:
[paste notes or transcript]

• Phone voice memos transcribed by your phone work fine as input.

Use when: Before a client or supplier meeting you haven't had time to prepare for.

I'm meeting [person / company] about [goal] on [date]. Here's what I know: [past emails, notes, their website text].

Give me a one-page brief: 3 things they likely care about, 3 questions I should ask, 2 risks to watch, and the one outcome I should push for.

• Paste their last email thread for much better questions.

Use when: A new enquiry needs a written proposal or quote.

You write proposals for [business name]. Use ONLY the prices in our price list — never make up a price.

Client brief:
[paste the enquiry or call notes]

Our price list and packages:
[paste price list]

Write a one-page proposal with these headings:
- What you asked for (2-3 sentences in the client's own words)
- What we'll do (bullet list)
- Timeline
- Price (itemised, with total)
- Next step (how to accept)

At the end, list anything in the brief that was unclear under "Questions before we confirm".

• Keep a person checking every price and date before it goes to a client.

Use when: A quote has gone unanswered for 5+ days.

Write a short, friendly follow-up to [client name] about the quote for [service] sent on [date] for [amount]. Under 70 words. Offer one easy option: a 10-minute call or a smaller starter version. No pressure language.

• Send chasers on day 5 and day 12, then stop.

Use when: After an appointment, stay or service, to bring clients back.

You write follow-up messages for [business name], a [type of business].

Client: [first name]
What we did: [service / visit details]
Anything personal they mentioned: [e.g. new puppy, upcoming wedding]
Next recommended step: [e.g. rebook in 6 weeks, review link, check-up]

Write a warm follow-up text message under 80 words. Mention one personal detail, thank them, and include exactly one clear next step with [booking link]. No medical or legal advice.

• Use first names and details only — never paste health records or ID numbers.
• Batch 10 clients at once by pasting a list and asking for one message each.

Use when: Clients who haven't booked in 3+ months.

Here's a list of clients who haven't visited in over [number] months, with their last service: [paste list: first name – last service – last visit date].

For each, write a short, friendly "we miss you" message under 60 words with a reason to come back: [offer or seasonal reason]. Vary the wording so no two sound the same.

• Only message people who agreed to hear from you.

Use when: Monday morning, to plan the week's posts in one go.

You are the social media helper for [business name], a [type of business] in [town/city]. Our customers are [who].

Here are 3 posts we wrote that sound like us:
[paste 3 past posts]

Write 5 posts for this week. For each give:
- Hook (first line, under 10 words)
- Body: one genuinely helpful tip about [topic area], under 60 words
- Call to action
- Suggested photo idea

Match the tone of our examples. No hashtags spam — 3 maximum. No claims we can't prove.

• Pasting your own past posts is what makes the tone sound like you.

Use when: You have one blog post, video or newsletter to reuse.

Turn this into a week of content for [business name]: [paste blog post / transcript].

Give me: 1 email newsletter section (150 words), 3 social posts, 1 short video script (30 seconds), and 5 one-line tips. Keep every fact from the original — don't add new ones.

• Works with transcripts from your phone's voice recorder.