I used to spend three hours every Monday morning writing social media captions for the week. Now it takes me 20 minutes. The difference is not that I got faster at typing — it is that I learned how to write AI prompts that actually give me usable output on the first try.
Most business owners who try AI tools like ChatGPT or Claude give up after a few attempts because the results are generic. The problem is rarely the tool — it is the prompt. A vague prompt gives you vague output. A specific, well-structured prompt gives you something you can use immediately.
Here are 10 prompts I use every single week at our agency. They are not theoretical — they are the exact prompts that save our team at least 10 hours per week across content, emails, and client work. Copy them, customise the bracketed sections, and start saving time today.
This topic is covered in depth in our AI for Business Owners course.
Learn morePrompt: “Write 5 Instagram captions for [business type] targeting [audience]. Mix: 2 educational, 2 behind-the-scenes, 1 promotional. Each under 150 words. Include a question at the end of each to drive comments. Tone: [your brand tone].”
This single prompt replaces what used to be our most time-consuming weekly task. The key is specifying the content mix upfront — without it, AI defaults to all-promotional or all-generic. We use this for every client at the agency and it consistently produces captions that need only light editing before publishing.
Customisation tip: replace the tone instruction with 3–4 adjectives that describe your brand. “Friendly, direct, slightly cheeky, Australian” works much better than just “professional.”
Prompt: “Create a detailed outline for a 1,500-word blog post titled ‘[title]’. Target keyword: [keyword]. Include an intro hook, 5–7 sections with subheadings, key points under each, and a conclusion with a call to action. Write for [audience] in a [tone] voice.”
Never start writing a blog post from a blank page again. This prompt gives you the skeleton in about 30 seconds. From there, you fill in your expertise, examples, and personality. We have found that blog posts written from an AI outline are completed 3x faster and tend to be better structured than freeform writing.
Prompt: “Generate 10 email subject lines for an email about [topic]. Target audience: [audience]. Include a mix of: curiosity-driven, benefit-focused, urgency-based, and question-style. Each under 50 characters.”
Subject lines are arguably the most important part of any email — they determine whether anyone reads the rest. This prompt gives you 10 options in seconds, and from those 10, you will almost always find 2–3 that are better than what you would have written from scratch. We A/B test the top two for every campaign.
Prompt: “Write a professional, empathetic response to this review: [paste the review]. Acknowledge the issue, apologise genuinely, explain what we are doing to fix it, and invite them to contact us directly at [email/phone]. Keep it under 100 words. Do not be defensive.”
Negative reviews need fast, thoughtful responses — and that is exactly when most business owners panic and either ignore the review or write something defensive. This prompt gives you a starting point that is calm, professional, and solution-oriented. Always personalise it before posting, but the structure saves you from a knee-jerk reaction.
Prompt: “Write 15 Google Ads headlines (max 30 characters each) and 4 descriptions (max 90 characters each) for [product/service]. Target keyword: [keyword]. Focus on [main benefit]. Include a call to action in at least 2 descriptions.”
Google Ads has strict character limits that make writing copy frustrating. This prompt handles the constraint for you and generates enough options to build multiple responsive search ads. We typically run this prompt, pick the best 10 headlines and 3 descriptions, and have a new ad group ready in minutes instead of an hour.
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Prompt: “Here are my rough notes from a client meeting: [paste notes]. Summarise this into: 1) key decisions made, 2) action items with owners, 3) next steps and deadlines. Format as a clean list I can send to the client.”
This one is a game-changer for service businesses. After every client call, I dump my messy notes into this prompt and get a clean, professional summary in seconds. Sending this to clients after meetings builds trust and ensures nothing falls through the cracks.
Prompt: “Write a 3-email welcome sequence for new subscribers of [business]. Email 1 (Day 0): welcome and set expectations. Email 2 (Day 3): share our best free resource. Email 3 (Day 7): introduce [product/service] with a soft pitch. Each under 200 words. Tone: [tone].”
The welcome sequence is the most-opened email you will ever send, yet most businesses do not have one. This prompt gets you a solid first draft in under a minute. The 3-email structure (welcome, value, pitch) is the proven framework we use with every new client at the agency.
Prompt: “Take this blog post [paste or summarise the post] and create: 1) 3 Instagram carousel concepts (title + 5 slides each), 2) 5 tweet/thread ideas, 3) 1 LinkedIn post. Each should be a standalone piece of content that links back to the full article.”
One blog post should generate at least a week of social content. This prompt does the repurposing work that most businesses skip because it feels tedious. We run this for every blog post we publish and it triples our content output without tripling the effort.
Prompt: “Generate 10 frequently asked questions about [topic/service] that [audience] would search for on Google. For each question, write a clear, helpful answer in 2–3 sentences. Use Australian English. Format as Q&A pairs.”
FAQ content serves double duty: it answers customer questions before they ask (reducing support load) and it targets long-tail search queries. We add FAQ sections to most client websites and blog posts. This prompt generates the questions customers actually ask, not the ones you wish they would ask.
Prompt: “I run a [business type] in [location] targeting [audience]. My current marketing: [describe what you are doing now]. Budget: [amount]/month. Create a 90-day marketing plan with monthly milestones, weekly actions, and KPIs to track. Focus on [goal: leads, sales, brand awareness].”
This is the big one. A 90-day plan gives you direction and accountability. This prompt will not replace a proper marketing strategy, but it will give you a structured starting point that is specific to your business. We use a version of this for every new client onboarding at the agency.
Follow these principles and your AI results will improve dramatically:
These 10 prompts save our team at least 10 hours per week. That is time we reinvest into strategy, client relationships, and creative work that AI cannot do. Start with one or two prompts this week, customise them for your business, and build from there.
AI for Business Owners
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