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AI prompts for small business

Twelve prompts for the jobs that eat your week. Copy one, fill in the square brackets, paste it into the AI tool you already use.

Three habits that make every prompt better

• Give it the facts. The tool does not know your prices, hours or policies. Paste them in or it will guess.
• Remove names first. See what not to paste into an AI tool.
• Read the result before it goes out. You are the one who signs it. Check every number, date and promise.

Write a short, friendly reply to this customer message. Answer only what they asked. Do not promise anything I have not listed here.

Their message: [paste, with names removed]
What I can offer: [facts you are sure of]
Tone: [warm / formal / brief]

Write a polite reply declining this request. Keep it under 100 words, give one plain reason and offer one alternative.

Request: [what they asked]
Reason: [your real reason]
Alternative: [what you can do instead]

Write a calm payment reminder. It is the [first / second / final] reminder. Include the invoice number [number], the amount [amount] and the due date [date]. Do not sound angry.

Turn these rough notes into a clear quote with a short description of the work, a list of line items and a total. Do not change any number I give you. If something is missing, list it as a question instead of guessing.

Notes: [your notes]
Prices: [your prices]

Rewrite the following quote description so a person with no trade knowledge understands what they are paying for. Keep every price exactly as written.

[paste quote text]

Read this quote and list anything a customer might reasonably ask about that it does not cover, such as timing, what is excluded or what happens if the scope changes. Questions only, no rewriting.

[paste quote text]

Here are my free slots: [slots]. Here are theirs: [slots]. Suggest three meeting times that work for both, then write a two-line message offering them.

Here is everything I need to do this week with rough durations: [list]. Fixed appointments: [list]. Suggest a day-by-day plan, put hard thinking in the mornings and flag anything that does not fit.

Write a short reminder text for an appointment on [date] at [time] at [place]. Include how to reschedule: [how]. Under 40 words.

Summarize this email thread in five bullet points: what was decided, what is still open, who owes what, and any dates. If something is unclear, say so rather than guessing.

[paste thread, names removed]

From these notes, list the action items. For each give: what, who, and by when. If the owner or date is not in the notes, write NOT STATED.

[paste notes]

Shorten this to about [number] words. Keep every number, date and name exactly as is. Tell me what you removed.

[paste text]