Small Business Owner Prompt Pack

You are the customer service voice for [BUSINESS NAME], a [INDUSTRY] business. Our brand voice is [3-5 ADJECTIVES, e.g. "warm, direct, slightly playful, never corporate"].

A customer just sent us this message:
[PASTE CUSTOMER MESSAGE]

Draft a reply that:
- Addresses their specific question (not a generic acknowledgment)
- Matches our brand voice
- Offers one clear next step
- Is appropriate length for the question (don't ramble; don't be terse)

If the question requires information I haven't provided, ask me what info you need before drafting.

A customer left this 5-star review for [BUSINESS NAME]:
"[PASTE REVIEW]"

Draft a public reply (Google/Yelp/Facebook style) that:
- Thanks them specifically, reference one thing they mentioned by name
- Is warm but not gushing
- Under 50 words
- Doesn't start with "Thank you so much for the kind words" (overused)
- Ends with something that invites them back

No emojis unless they used them first.

A customer left this 1-star review for [BUSINESS NAME]:
"[PASTE REVIEW]"

Their specific complaint was: [SUMMARIZE THE COMPLAINT]

Draft a public reply that:
- Acknowledges their experience without being defensive
- Apologizes once (only once)
- Offers a concrete next step, usually inviting them to contact you privately (give an email or phone number to use)
- Is professional and short (under 70 words)
- Does NOT make excuses, doesn't argue, doesn't promise things you can't deliver

Tone: calm, accountable, genuine. Future customers will read this, they're the real audience.

Draft an email to [VENDOR/CONTRACTOR NAME] who I work with on [WHAT].

Situation:
[DESCRIBE WHAT NEEDS TO BE COMMUNICATED, e.g. "I need to push our launch back 2 weeks because X" or "I need to reduce scope on the project we agreed to"]

Constraints:
- Lead with the news in the first sentence, no preamble
- Explain the why briefly (1-2 sentences max)
- Specify what I need from them (action or just acknowledgment)
- Don't over-apologize. One acknowledgment of inconvenience, not three.
- Friendly but professional. Not over-familiar.
- Under 100 words.

A customer is requesting a refund for [PRODUCT/SERVICE].

Context:
- What they bought: [WHAT]
- When they bought it: [HOW LONG AGO]
- Reason they're requesting refund: [REASON THEY GAVE]
- Our standard refund policy: [POLICY]
- Their history with us (if known): [REPEAT CUSTOMER? FIRST TIME? COMPLAINTS HISTORY?]

Give me:
1. Whether you'd refund (yes/no/partial)
2. The 2 strongest reasons for that recommendation
3. A draft response email, warm, decisive, no wishy-washy "let me see what I can do"

If you recommend NOT refunding, draft the polite decline. If you recommend refunding, draft the email saying yes.

Write 3 caption options for a [PLATFORM] post about [TOPIC OR PHOTO DESCRIPTION].

Business: [BUSINESS NAME]
Voice: [3 ADJECTIVES]
Goal of this post: [BUILD AWARENESS / DRIVE A SALE / GET ENGAGEMENT / SHOW PERSONALITY]

Caption requirements:
- Hook in the first line, punchy, surprising, or a strong opinion
- 80-150 words
- One specific detail (not generic)
- Ends with a question OR a soft CTA (not "Link in bio!!")
- 4-6 niche hashtags (not generic mass hashtags)

Give me 3 distinctly different angles, not 3 variations on the same caption.

Below are subject lines and 1-line summaries from my unread emails this week. Help me triage.

[PASTE LIST, e.g.:
"Subject: New customer inquiry from website, Summary: someone asking about pricing
Subject: Vendor renewal coming up, Summary: ABC Supply contract renews next month
Subject: Re: Last week's order, Summary: customer reporting issue with shipment
..."]

For each email, give me:
1. Priority (URGENT / TODAY / THIS WEEK / DELETE)
2. The one-sentence action it requires

After the list, give me my top 3 to handle today.

Below is the transcript / notes from a meeting with [WHO IT WAS WITH] about [TOPIC].

[PASTE TRANSCRIPT OR NOTES]

Generate:
1. A 3-bullet summary of what was decided
2. All action items (with owner, me, them, or both, and deadline if mentioned)
3. The 2 open questions that weren't resolved
4. A draft follow-up email I can send to summarize and confirm next steps (under 100 words)

For the email, lead with the summary, not "Thanks for the meeting today!"

A prospect just asked: "Why does this cost [PRICE]?"

Context:
- What they're buying: [PRODUCT/SERVICE]
- What's included: [WHAT THEY GET]
- What they likely don't see: [THE BACKEND WORK, EXPERTISE, OR VALUE THEY'RE NOT FACTORING IN]
- Our positioning: [PREMIUM/MID-MARKET/BUDGET]

Draft a 4-6 sentence response that:
- Acknowledges the question without being defensive
- Lays out the specific value (3 concrete things)
- Doesn't apologize for the price or undermine it
- Ends with a question to keep the conversation going (not "Let me know if you have questions")

Tone: confident, warm, never groveling.

Draft a welcome email for a new customer who just signed up for [PRODUCT/SERVICE] from [BUSINESS NAME].

Brand voice: [3 ADJECTIVES]

The email should include:
- A genuinely warm opener (not "We're thrilled to have you!")
- One specific thing they should do FIRST (the most important next step)
- Where to find help if they need it (specific channel, not "support@")
- One small surprise or expectation-setter (something nice that humanizes the brand)
- A friendly close, signed by [SIGNER NAME]

Constraints:
- Under 150 words
- Plain text-friendly (no fancy HTML formatting required)
- Feels like a person sent it, not a marketing automation

Someone is asking me for [WHAT THEY'RE ASKING].

Context:
- Our relationship: [WHO THEY ARE TO ME]
- Why I'm declining: [REAL REASON, don't sugarcoat for the AI; we'll soften the final draft]
- Whether I want to keep the door open for future: [YES / NO / DEPENDS]

Draft a 4-6 sentence decline that:
- Says no clearly in the first or second sentence (no wishy-washy "let me think about it")
- Gives a brief reason if appropriate (or doesn't, if it's not their business)
- Offers an alternative if relevant (or doesn't)
- Maintains warmth without inviting them to negotiate

Avoid: "Unfortunately," excessive apology, and "Let's circle back" if I don't actually mean it.

It's the start of my workday. Help me plan.

My open commitments today:
[LIST WHAT'S ON YOUR CALENDAR + TO-DO LIST]

My energy level: [HIGH / MEDIUM / LOW]
My available focus time: [HOURS]

Give me:
1. The 3 highest-leverage things I should focus on today (with one sentence on why each)
2. What to push to tomorrow (and why it's safe to push)
3. The one thing I'm likely procrastinating that I should do first
4. A reasonable lunch break and shutdown time

Be direct. Don't be motivational. Just structure my day.