I consult with small business owners on AI adoption. When someone tells me they tried ChatGPT and "it didn't really work," I ask them to show me how they used it.
It's always the same thing: they typed a vague question and got a vague answer. They thought the tool was useless. The tool was fine — the instructions were the problem.
AI works on specificity. Here's how to get specific.
The Difference Between a Bad Prompt and a Good One
Bad: "Write me a social media post."
Good: "Write 3 Instagram captions for a photo of a before/after bathroom renovation I completed. My business serves homeowners in Phoenix, AZ. One caption should be professional, one should be casual and friendly, one should ask a question to encourage engagement. No more than 150 characters each."
The second prompt takes 30 seconds longer to write. The output is ready to post. The first prompt gives you something you'll spend 10 minutes editing anyway.
The rule: The more you tell it, the less work you have to do with the result.
The 4 Things Every Good Business Prompt Needs
- Context — Who are you, what do you do, who are you talking to?
- Task — What exactly do you need written/analyzed/organized?
- Constraints — Length, tone, format, what to include or avoid
- Output format — A list? A paragraph? An email? A table?
You don't need all four every time. But when something comes out wrong, one of these is usually missing.
Examples by Business Type
Contractors / Home Services
Problem: Writing estimates that sound professional but still feel personal.
Prompt:
Write an estimate summary email for a home renovation project.
Details: replacing kitchen cabinets and countertops for a family home in [city].
Total: $8,400. Timeline: 2 weeks.
Include: what's covered, timeline, payment terms (50% upfront, 50% on completion),
and a friendly closing. Tone: professional but not corporate — I'm a small local
contractor, not a big company. Under 200 words.
Retail (Online or In-Person)
Problem: Product descriptions that sound generic.
Prompt:
Write a product description for [product name].
Key details: [material/features/dimensions/etc.]
Target customer: [e.g., "women in their 40s who want practical but stylish home goods"]
Tone: warm, slightly playful. Length: 80–120 words.
Avoid: words like "premium," "luxurious," "high-quality" — say what makes it good, don't just claim it.
Consultants / Coaches
Problem: Writing proposals that feel like they came from a template.
Prompt:
Write a consulting proposal for [client name/type].
They need help with: [specific problem].
I'm proposing: [3-session engagement / monthly retainer / one-time workshop]
Investment: $[amount]
Outcome I'm promising: [specific result]
Tone: direct and confident, not overselling. They're a small business owner
who's skeptical of consultants. Under 300 words.
Restaurants / Food Businesses
Problem: Captions and newsletters that all sound the same.
Prompt:
Write 3 different Instagram captions for a photo of [dish].
My restaurant: [style — e.g., "casual Mexican, family-owned, in downtown Austin"].
Caption 1: Focus on the ingredients.
Caption 2: Tell a brief story about why this dish is on the menu.
Caption 3: Ask a question to get engagement.
Each under 100 words. Include 3–5 relevant hashtags.
Real Estate Agents
Problem: Listing descriptions that sound like every other listing.
Prompt:
Write a listing description for this property:
- 3BR / 2BA, 1,850 sq ft
- Built 1978, fully renovated kitchen and baths
- Large backyard, quiet cul-de-sac
- School district: [name]
- Price: $485,000
Highlight what makes it stand out from similar homes in the area.
Lead with the lifestyle, not the specs. Under 150 words.
Avoid clichés like "must see," "charming," "cozy."
A Simple Template You Can Reuse
If you're stuck, start here and fill in the brackets:
I'm a [type of business] serving [type of customer] in [location].
Write a [type of content] for [specific purpose].
Include: [list the must-haves]
Tone: [professional / casual / direct / warm]
Length: [word/character count]
Avoid: [anything you don't want]
This template won't win a Pulitzer. But it'll get you a solid first draft in 30 seconds.
What to Do When the Output Isn't Right
Don't start over. Reply with a correction:
- "Make it shorter."
- "Make the tone more casual — it sounds too corporate."
- "Add a call to action at the end."
- "The second paragraph is too vague — make it more specific about [topic]."
ChatGPT remembers your conversation. Each correction builds on the last.
The Mindset Shift
Most people use AI like a search engine: type a question, get an answer, done.
Business writing is different. You know things ChatGPT doesn't: your customers, your voice, your specific situation. Your job is to put that knowledge into the prompt. The more you give it, the more useful the output.
Once you get a prompt that works well, save it. That's now a permanent tool in your business — you can run it any time for 30 seconds of quality output.
I help small businesses set up simple AI workflows that actually save time. Questions? Drop them below.
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