ChatGPT prompts for small business owners: 12 you can use today
Most small-business owners who give up on ChatGPT do so for the same reason: the first answer was generic. It didn't know their prices, their tone or their customers, so it guessed. The fix isn't a magic phrase. It's giving the tool the facts it needs and telling it to stick to them.
Below are twelve prompts that work in ChatGPT, Claude, Grok or Gemini. Copy one, replace everything in [brackets] with your own details, and edit the answer before it goes anywhere.
The one habit that makes every prompt better
Start each chat with two or three sentences about your business: what you sell, who buys it, and how you like to sound. Then add this line to any prompt that involves facts:
Use only the facts I've given you. If something is missing, ask me instead of guessing.
That single instruction stops most of the problems people run into, such as invented refund policies, made-up delivery times or prices that don't exist. It doesn't make the tool perfect, so you still read every draft, but it changes what you're checking from "is any of this true?" to "is this how I'd say it?".
Customer replies
1. Answer from your facts only
I run [business]. A customer asked: "[paste question, with names removed]". Here are the relevant facts: [opening hours / prices / policy]. Write a friendly reply under 80 words using only these facts. If the facts don't answer the question, say what I need to check.
2. A polite no
A customer asked for [request] which we can't do because [real reason]. Write a warm reply that says no clearly, explains briefly, and offers [alternative, if any]. Don't apologise more than once. Under 70 words.
3. Calming an angry message
Here's a message from an upset customer: "[paste, names removed]". Draft a reply that acknowledges the specific problem, says what we'll do next ([your actual next step]) and by when. No excuses, no promises beyond what I've listed.
Marketing
4. One idea, three formats
Here is one idea I want to share this week: [idea]. Turn it into (a) a short social caption, (b) two sentences for my email newsletter, and (c) a line for a sign in the shop. Keep my tone: [three words, e.g. warm, plain, a bit funny].
5. Rewrite to sound human
Rewrite this so it sounds like a real person running a small [type of business] wrote it. Remove buzzwords and exclamation marks. Keep every fact the same: "[paste draft]".
6. Product description
Write a product description for [product] for [who buys it]. Facts: [materials, size, price, what's included]. Lead with the benefit, then the details. Don't add any features that aren't in my list. Under 120 words.
Sales and quotes
7. Quote email
Write an email sending a quote to [client type] for [job]. Price: [amount]. Included: [list]. Not included: [list]. Valid until [date]. Next step: [how they accept]. Clear and friendly, under 150 words.
8. Handling "let me think about it"
A prospect said they want to think about [offer]. Write a short follow-up for [timeframe] later that answers the likely concern ([price / timing / fit]) honestly and makes it easy to say yes or no. No pressure tactics.
9. A payment reminder
Write a polite reminder that invoice [number] for [amount] was due on [date]. Give a clear way to pay: [method]. Mention our late-fee policy only if I've provided one: [policy or "none"]. Under 90 words.
Admin and planning
10. Notes into a plan
Here are my messy notes from this week: "[paste]". Turn them into a to-do list grouped by today, this week and later, with the first step for each item.
11. A simple procedure
Write a step-by-step procedure for [task, e.g. closing up the shop] based on these notes: [paste]. Number the steps, flag anything safety-related, and keep it to one page.
12. Check my work
Check this text for spelling, grammar and anything unclear. List the problems first, then give a corrected version. Don't change the meaning or any facts: "[paste]".
How to check what comes back
Read every answer as a first draft from a quick but careless assistant. Before you send it:
- Facts, prices and dates: do they match your own records?
- Promises: does it offer anything you don't actually do?
- Tone: would you say it out loud to this customer?
- Privacy: did you paste anything you shouldn't have? Names, account numbers and health details should be replaced with placeholders.
For a longer version of this routine, see how to check an AI answer before you use it.
Want the full set?
These twelve are adapted from our library of 100 prompts, organised into ten sections: customer replies, marketing, product descriptions, sales and quotes, email, operations, hiring, planning, money admin and personal productivity. We ran all 100 through the OpenAI API in October 2026 with fictional example businesses, and each prompt in the guide shows an abridged example of the answer it produced. Your results will vary with your tool and your details, so the checking habit is built in.
If you'd rather learn the method step by step and build your own prompt library, the 7-Day AI Workbook walks you through it in seven 30-minute sessions. Both are in the Complete Starter Bundle with our other three guides for $39.
Not ready to buy? Start with the free guide, Your first week with AI: ten prompts and a privacy checklist, plus a five-day email course.