AI Prompts for Small Business Owners: 40 Templates for Marketing, Operations, and Customer Service

Write 5 Instagram captions for [BUSINESS NAME], a [TYPE OF BUSINESS — e.g., "family-owned bakery in Austin, TX"].

Post subject: [WHAT THE POST IS ABOUT — product, event, behind-the-scenes, etc.]
Brand voice: [e.g., "warm and community-focused," "playful and witty," "direct and no-nonsense"]
Call to action: [e.g., "visit the link in bio," "tag a friend," "comment below"]
Hashtag style: [include / omit — I'll add my own]

Give me 5 options ranging from short (under 50 words) to medium length. Include 1 that's a question to drive comments.

Write a Facebook post for [BUSINESS NAME] about [TOPIC].

Audience: [DESCRIBE YOUR TYPICAL FACEBOOK AUDIENCE — e.g., "local community members, ages 35–65, interested in supporting local businesses"]
Goal: [e.g., "drive foot traffic this weekend," "announce a new product," "respond to a community event"]
Tone: conversational, feels like it's from a real person, not corporate

Include a question or prompt for comments. Max 200 words. No hashtags.

Write a Google Business post for [BUSINESS NAME].

Post type: [UPDATE / OFFER / EVENT / PRODUCT]
Topic: [DESCRIBE]
Any special offer: [OFFER DETAILS OR "none"]
Call to action: [CALL / BOOK / SHOP / LEARN MORE — choose one]

Keep it under 150 words. Include the key details (hours, offer expiration, etc.) that Google Business posts need.

Write a LinkedIn post for [BUSINESS NAME / OWNER NAME] about [TOPIC].

Business type: [DESCRIBE — e.g., "accounting firm for small businesses," "commercial cleaning company"]
Audience: [DESCRIBE — e.g., "local business owners and office managers"]
Post goal: [AWARENESS / CREDIBILITY / LEAD GENERATION]

Format: short narrative (2–3 short paragraphs), no bullet lists, ends with a question or insight. Professional but not stiff. No hashtag spam — max 3 relevant hashtags.

Write a 30-second TikTok/Reels script for [BUSINESS NAME].

Concept: [DESCRIBE THE VIDEO IDEA — e.g., "showing how we make our signature product," "a day in the life at the shop," "3 things customers always ask us"]
Brand voice: [DESCRIBE]
Hook (first 3 seconds): [WHAT WILL GRAB ATTENTION]

Format as: Hook → Main content (with timestamps) → Call to action. Keep total script under 80 words so it reads naturally in 30 seconds.

Write a monthly email newsletter for [BUSINESS NAME].

Business type: [DESCRIBE]
This month's highlights:
- [HIGHLIGHT 1]
- [HIGHLIGHT 2]
- [HIGHLIGHT 3]
Featured product or offer: [DESCRIBE]
Reader list: [DESCRIBE YOUR SUBSCRIBERS — e.g., "existing customers, local residents who opted in"]

Format: Subject line + preview text + opening paragraph + 2–3 content sections + closing CTA. Total under 400 words. Reads like it's from a real person, not a marketing department.

Write a promotional email for [BUSINESS NAME] announcing [PROMOTION — e.g., "20% off all services this weekend," "new product launch," "anniversary sale"].

Promotion details: [DETAILS — dates, terms, exclusions]
Offer code (if applicable): [CODE OR "none"]
Audience: [EXISTING CUSTOMERS / NEW SUBSCRIBERS / BOTH]

Format: Subject line (5–8 words, urgent but not clickbait) + preview text + email body (200 words max). Include a clear CTA button text.

Write a product description for [PRODUCT NAME] for [BUSINESS NAME].

Product: [DESCRIBE WHAT IT IS]
Key features: [LIST 3–5]
Who it's for: [TARGET CUSTOMER]
Price: [OPTIONAL — include or omit]
Where it'll be used: [WEBSITE / ETSY / AMAZON / IN-STORE SIGNAGE]

Write 3 versions:
1. Short (50 words) for card or shelf label
2. Medium (150 words) for website product page
3. Long (300 words) for full listing with SEO in mind (primary keyword: [KEYWORD])

Write a response to a positive Google review for [BUSINESS NAME].

Review: [PASTE THE REVIEW]
Business type: [DESCRIBE]
Tone: warm, genuine, specific to what they mentioned (don't be generic)

Keep it under 75 words. Thank them by name if they included it. Don't sound like a bot.

Write a response to a negative Google review for [BUSINESS NAME].

Review: [PASTE THE REVIEW]
Actual situation: [YOUR HONEST ACCOUNT OF WHAT HAPPENED — even if the reviewer is wrong]

The response should:
- Acknowledge their experience without being defensive
- Not argue publicly with the customer
- Offer to resolve it offline (include your contact info)
- Be professional even if the review is unfair
- Be under 100 words

Do not: apologize excessively, give discounts publicly, or identify other customers.

Create an outline for a blog post for [BUSINESS NAME]'s website.

Topic: [TOPIC — e.g., "5 signs you need to hire an accountant," "How to choose a catering company for your event"]
Target reader: [DESCRIBE — who you want to attract]
Primary keyword: [KEYWORD]
Goal: [DRIVE SEARCH TRAFFIC / ESTABLISH EXPERTISE / ANSWER COMMON CUSTOMER QUESTION]

Outline should include: H1 title, intro hook, 4–6 H2 sections with brief notes on what each covers, conclusion with CTA. Also suggest a meta description (150–160 chars).

Write 5 variants of ad copy for [BUSINESS NAME] targeting [PLATFORM — Facebook/Instagram/Google].

What we're advertising: [PRODUCT OR SERVICE]
Target customer: [DESCRIBE]
Main benefit: [THE #1 REASON SOMEONE SHOULD CHOOSE YOU]
Differentiator: [WHAT MAKES YOU DIFFERENT FROM COMPETITORS]

For each variant:
- Headline (under 40 characters for Google, under 60 for social)
- Body text (under 125 words)
- CTA

Label each variant with the angle it takes (e.g., "urgency," "social proof," "problem/solution").

Write a response to the following customer complaint:

Complaint: [PASTE OR DESCRIBE THE COMPLAINT]
Actual situation: [YOUR ACCOUNT OF WHAT HAPPENED]
What you're willing to offer as resolution: [REFUND / REPLACEMENT / STORE CREDIT / EXPLANATION — or "I haven't decided yet, suggest options"]

The response should:
- Open with acknowledgment, not defensiveness
- Take responsibility for what's yours to own
- Explain (briefly) without making excuses
- State the resolution clearly
- Close warmly and invite them to reach out

Max 200 words. Don't be groveling — be human and professional.

Generate an FAQ page for [BUSINESS NAME].

Business type and services: [DESCRIBE IN DETAIL]
The 5 questions customers ask most often: [LIST THEM OR SAY "generate based on the business type"]
Any specific policies to address: [RETURNS, CANCELLATIONS, HOURS, PARKING, PAYMENT METHODS, ETC.]

Format each Q&A with a clear question (as the customer would ask it, not corporate-speak) and a direct answer (under 100 words each). Write a brief intro sentence for the page.

Create 10 live chat response templates for [BUSINESS NAME].

Business type: [DESCRIBE]
Common situations to cover:
- Greeting a new chat visitor
- Answering a question about [COMMON PRODUCT/SERVICE QUESTION]
- Handling a pricing question
- When you need to look something up
- Passing to a human agent
- Handling an upset customer
- Closing a chat (helped)
- Closing a chat (couldn't resolve)
- Following up after an issue
- One for [YOUR MOST COMMON SITUATION]

Each template should feel human, not robotic. Include [NAME] and [SPECIFIC DETAIL] placeholders.

Write a refund and returns policy for [BUSINESS NAME].

Business type: [PRODUCT / SERVICE / BOTH]
What you're willing to do:
- Returns within [X days]
- [FULL REFUND / STORE CREDIT / EXCHANGE]
- Exceptions: [ITEMS OR SITUATIONS THAT ARE FINAL SALE]
- Process: [HOW THEY REQUEST A RETURN]
State: [STATE — consumer protection laws vary]

Write two versions:
1. Legal version (plain but complete — covers what you need legally)
2. Customer-facing version (plain English, friendly tone, easy to scan)

Write an appointment confirmation email for [BUSINESS NAME].

Service booked: [SERVICE]
Customer name: [NAME PLACEHOLDER]
Date/time: [PLACEHOLDER]
Location or Zoom link: [PLACEHOLDER]
Prep instructions (if any): [WHAT THEY NEED TO BRING OR DO BEFORE]
Cancellation policy: [TERMS]
Contact for questions: [CONTACT INFO PLACEHOLDER]

Tone: professional and welcoming. Under 200 words. Easy to scan.

Write a reminder message for [BUSINESS NAME] to send [24 hours / 48 hours] before a customer's appointment.

Channel: [EMAIL / SMS — different lengths]
Service: [DESCRIBE]
Include: date, time, address/link, what to bring, cancellation deadline

SMS version: under 160 characters
Email version: under 100 words

Tone: friendly nudge, not robotic reminder.

Write a post-purchase follow-up email for [BUSINESS NAME] to send [X days] after a customer buys [PRODUCT/SERVICE].

Goals: check satisfaction, invite a review, offer a reason to come back
Review platform: [GOOGLE / YELP / OTHER]
Return offer (optional): [e.g., "10% off next visit" or "none"]

Under 150 words. Feels like a real person checking in, not an automated email. Include a direct link placeholder for the review.

Write a response to a customer cancelling [SERVICE / SUBSCRIPTION / APPOINTMENT].

Situation: [DESCRIBE — e.g., "customer cancelling a monthly cleaning service," "customer not renewing annual contract"]
Whether you want to attempt to retain them: [YES — suggest retention offer / NO — just a clean exit]

If attempting retention: suggest a compelling but not desperate reason to stay.
If clean exit: make them feel good about their time as a customer and leave the door open.

Under 150 words. Not pushy.

Write a standard operating procedure (SOP) for the following task at [BUSINESS NAME]:

Task: [DESCRIBE THE TASK — e.g., "opening the store each morning," "handling a customer return," "onboarding a new part-time employee"]
Who performs this: [ROLE]
How often: [FREQUENCY]
Tools/systems needed: [LIST]
Common mistakes: [IF YOU KNOW THEM]

Format: numbered steps, written so a new employee with no prior experience could follow them. Include a "what to do if something goes wrong" section at the end.

Write the following section for [BUSINESS NAME]'s employee handbook:

Section: [e.g., "Time and Attendance," "Customer Service Standards," "Phone and Social Media Policy," "Dress Code"]
Business type: [DESCRIBE]
Key rules to include: [LIST YOUR ACTUAL POLICIES]
State: [STATE]
Tone: professional but human — employees should feel respected, not policed

Under 400 words. Clear, scannable, avoids legalese. Note: I'll have this reviewed by an HR professional before finalizing.

Write an email to a [vendor / supplier / contractor] about [TOPIC].

Situation: [DESCRIBE — e.g., "negotiating better terms on reorder," "addressing a quality issue with recent shipment," "requesting a price quote for a new product"]
My goal: [WHAT OUTCOME DO I WANT]
Tone: [FIRM AND PROFESSIONAL / COLLABORATIVE / FORMAL]

Under 200 words. Get to the point. Professional but direct.

Create a meeting agenda for [MEETING TYPE — e.g., weekly team meeting, quarterly business review, vendor negotiation].

Meeting goal: [WHAT NEEDS TO BE DECIDED OR ACCOMPLISHED]
Attendees: [ROLES]
Duration: [X minutes]
Topics to cover: [LIST YOUR TOPICS]

Format: agenda with time allocations for each item, who leads each section, and what type of discussion it is (update / decision / brainstorm). Include 5 minutes at the end for next steps.

Write a job posting for [BUSINESS NAME] for a [PART-TIME / FULL-TIME] [JOB TITLE].

Business type: [DESCRIBE]
Pay: [$X/hour OR $X–$Y range]
Hours: [SCHEDULE]
Key responsibilities: [LIST 4–5]
Requirements: [ONLY WHAT'S ACTUALLY REQUIRED]
What makes this a good job: [GENUINE SELLING POINTS — good team, flexible hours, etc.]

Post this to [INDEED / CRAIGSLIST / YOUR WEBSITE — this affects tone and length].
Avoid asking for requirements that aren't legally defensible or relevant to the job.

Write a [PROPOSAL / PROJECT SCOPE / INVOICE COVER NOTE] for the following:

Client: [CLIENT TYPE — not name]
Project: [DESCRIBE WHAT YOU'RE DOING]
What's included: [SCOPE]
What's NOT included: [EXCLUSIONS]
Timeline: [START/END DATES OR MILESTONES]
Payment terms: [e.g., "50% upfront, 50% on completion"]
Total: [$AMOUNT]

Tone: professional, confident, clear. This should make the client feel confident they know exactly what they're getting.

Write an outreach email proposing a collaboration or partnership between [BUSINESS NAME] and [TYPE OF BUSINESS YOU'RE APPROACHING].

What I'm proposing: [DESCRIBE THE COLLABORATION]
Why it benefits them: [SPECIFIC BENEFIT — not generic]
Why it benefits me: [BE HONEST WITH YOURSELF — don't pretend it's purely altruistic]
What I'm asking for in this email: [A CALL / A MEETING / A TRIAL]

Under 200 words. Lead with what's in it for them. Don't oversell — just open a conversation.

Help me write a budget narrative for a [SMALL BUSINESS LOAN APPLICATION / GRANT / INVESTOR PITCH].

Requesting: $[AMOUNT]
What it will be used for: [ITEMIZED — e.g., "$20k equipment, $15k working capital, $5k marketing"]
Business context: [WHAT YOUR BUSINESS DOES, HOW LONG IT'S BEEN OPERATING, REVENUE IF COMFORTABLE]
Projected impact: [HOW THIS FUNDING WILL GROW THE BUSINESS]

Write a 250–400 word narrative that:
- Explains how each dollar will be used
- Connects spending to business outcomes
- Demonstrates that I've thought this through
- Is specific (not vague promises of growth)

Write a cold outreach email from [BUSINESS NAME] to a potential [CLIENT TYPE].

What I offer: [DESCRIBE YOUR PRODUCT/SERVICE]
Why they specifically might need it: [THEIR LIKELY PAIN POINT OR SITUATION]
What I'm asking for in this email: [A 15-minute call / a demo / a visit]
One proof point: [A RESULT, TESTIMONIAL, OR RELEVANT FACT — not generic]

Under 150 words. Don't pitch everything — open a conversation. No "I hope this finds you well." No list of features. Just: their problem, my solution, a question.

Write a 3-email follow-up sequence for [BUSINESS NAME] to send to a prospect who hasn't responded to my initial outreach about [PRODUCT/SERVICE].

Email 1 (3 days after initial): light check-in, add a small piece of value (tip, resource, insight)
Email 2 (1 week after Email 1): share a relevant case study, testimonial, or result
Email 3 (1 week after Email 2): polite break-up email that leaves the door open

Tone: persistent but not annoying. Each email should be under 100 words. Never passive-aggressive.

Write the [EXECUTIVE SUMMARY / ABOUT US / APPROACH / INVESTMENT] section of a sales proposal for [BUSINESS NAME].

Client: [TYPE OF BUSINESS, THEIR SITUATION, WHAT THEY'VE TOLD YOU THEY NEED]
What you're proposing: [DESCRIBE YOUR SOLUTION]
Why you over competitors: [YOUR ACTUAL DIFFERENTIATORS]
Investment: [$AMOUNT with payment terms]

This section should speak to the client's specific situation, not be generic. Write as if you've listened carefully to what they said they needed.

Write a brief script for suggesting an add-on or upgrade to a customer who just [MADE A PURCHASE / BOOKED A SERVICE / INQUIRED ABOUT A PRODUCT].

Business type: [DESCRIBE]
Base purchase: [WHAT THEY JUST BOUGHT]
What I want to suggest: [THE UPSELL/CROSS-SELL]
Why it makes sense for them specifically: [CONNECTION BETWEEN THE PURCHASE AND THE ADD-ON]

Make it feel helpful, not pushy. One suggestion, not a menu. Under 75 words for a verbal script.

Write an email to a satisfied customer of [BUSINESS NAME] asking for a testimonial or review.

Customer context: [HOW LONG THEY'VE BEEN A CUSTOMER, WHAT THEY USED YOU FOR]
Where you want the review: [GOOGLE / YELP / YOUR WEBSITE / LINKEDIN]
What you're asking for: [A GOOGLE REVIEW / WRITTEN QUOTE / VIDEO TESTIMONIAL]

Make the ask easy: include what they should focus on if they're not sure what to write. Under 150 words. Not groveling — asking as a confident business that delivers value.

Write pricing page copy for [BUSINESS NAME].

Service/product tiers (if applicable): [DESCRIBE YOUR PRICING STRUCTURE]
Price points: [YOUR PRICES]
What's included at each tier: [DESCRIBE]
Most popular option (if applicable): [WHICH ONE]
Main objection to your price: [THE MOST COMMON THING PEOPLE SAY — e.g., "that seems expensive," "I can get it cheaper at X"]

Write the pricing section in a way that:
- Justifies the price by emphasizing value
- Makes the choice between tiers easy
- Addresses the common objection without apologizing for the price
- Ends with a CTA

Help me understand my competitive landscape. My business is [BUSINESS NAME], a [DESCRIBE WHAT YOU DO] in [LOCATION/MARKET].

My main competitors (name as many as you know): [LIST]

For each competitor, help me think through:
- What they do well
- Where they're weak
- What customer need they might not be serving
- How I'm currently differentiated from them

Then help me identify: what's the single most defensible reason a customer should choose me over the alternatives?

Help me run a SWOT analysis for [BUSINESS NAME].

My business: [DESCRIBE WHAT YOU DO, HOW LONG YOU'VE BEEN OPERATING, ROUGH SIZE]
What I think I'm good at: [LIST]
What I know I struggle with: [LIST]
Opportunities I see in the market: [LIST]
Threats I'm worried about: [LIST]

Add any Strengths, Weaknesses, Opportunities, or Threats that I might have missed based on common patterns for [BUSINESS TYPE] businesses.

Then identify the 2–3 most actionable items from this analysis.

Help me set goals for [BUSINESS NAME] for [YEAR/QUARTER].

Business context: [DESCRIBE CURRENT STATE — revenue, customers, team size]
Where I want to be by end of [PERIOD]: [DESCRIBE]
Key initiatives I'm considering: [LIST]

Help me:
1. Set 3–5 clear business goals with measurable outcomes
2. Break each goal into 2–3 milestones
3. Identify the 1–2 biggest risks to each goal
4. Prioritize if I can only focus on one area at a time

Be honest if the goals seem unrealistic for the context I've described.

Help me think through my pricing for [PRODUCT/SERVICE].

Current price: [YOUR PRICE]
Main competitor prices: [COMPETITOR PRICES IF KNOWN]
My cost to deliver: [ROUGH COST — or "I don't track this closely, help me think about why I should"]
Customer feedback on price: [WHAT CUSTOMERS SAY — too expensive, great value, etc.]
How I currently justify my price: [HOW YOU EXPLAIN YOUR VALUE]

Help me:
1. Assess whether I'm under- or over-priced relative to value delivered
2. Identify whether I'm competing on price or value (and which I should be doing)
3. Suggest 2–3 ways to test whether I could charge more
4. Draft a pricing rationale I can use with customers who push back

Create a [MONTHLY / QUARTERLY] marketing calendar for [BUSINESS NAME].

Business type: [DESCRIBE]
Marketing channels I use: [LIST — e.g., email, Instagram, Google Business, local events]
Key dates and seasons relevant to my business: [e.g., "holiday season," "back to school," "summer slowdown"]
Content I can realistically produce: [e.g., "2 emails per month, 3 posts per week, 1 blog post per month"]

For each week/month:
- Suggested theme or focus
- Content to create for each channel
- Any promotions or campaigns
- One task for audience growth

Be realistic — not an aspirational calendar I'll abandon in week 2.

Help me write a 2-minute verbal pitch for [BUSINESS NAME] to use when meeting with a [BANK LOAN OFFICER / INVESTOR / POTENTIAL PARTNER].

Business basics: [WHAT YOU DO, HOW LONG YOU'VE BEEN IN BUSINESS, REVENUE RANGE, LOCATION]
What I'm asking for: [AMOUNT AND PURPOSE]
Why my business is a good bet: [EVIDENCE — customer retention, growth rate, market position, unique advantage]
What I'll do with the money: [SPECIFIC USE AND PROJECTED RETURN]

The pitch should:
- Be specific, not generic ("local market leader" means nothing — say what you actually do and how well)
- Address the obvious skepticism for a business at my stage
- End with a clear ask
- Sound like a confident business owner, not a salesperson