The Best ChatGPT Prompts for Small Business Owners

Most people use AI tools like a better Google search. Ask a question, get an answer. That approach misses most of the value. The real productivity gains come from giving the AI enough context to do actual work — the same work you’d otherwise spend an hour doing yourself.

These prompts are built for tasks Australian small business owners actually have to do.

Email and Communication

Client follow-up after no response:

Write a professional follow-up email to a client who hasn't responded to my proposal sent 10 days ago. The proposal was for [describe project]. The tone should be friendly but create some gentle urgency. Keep it under 150 words.

Responding to a negative Google review:

Write a professional, empathetic response to this Google review for my business: "[paste review]". Acknowledge their experience, apologise without admitting fault, and offer to resolve it offline. Maximum 100 words.

Proposal cover letter:

Write a cover letter for a proposal I'm sending to [type of client] for [type of project]. We're a [describe your business briefly] and our point of difference is [your differentiator]. Tone: confident, professional, not salesy.

Marketing and Content

Social media month in one prompt:

Create 8 social media post ideas for [your business type] targeting [your audience]. Mix educational content (2 posts), behind-the-scenes (2 posts), product/service highlights (2 posts), and engagement questions (2 posts). Include a one-sentence caption for each.

Google Business description:

Write a Google Business Profile description for [business name], a [business type] based in [suburb, city]. We specialise in [your speciality]. Target customers are [describe customers]. Keep it under 750 characters, include natural mentions of [2-3 relevant keywords].

Blog post outline:

Create a detailed outline for a blog post targeting the keyword "[your keyword]". Include: an introduction hook, 5 H2 sections with 2-3 sub-points each, and a conclusion with a call to action. The audience is [describe audience]. Aim for someone searching this who wants a practical answer, not a theoretical one.

Operations and Admin

Job ad:

Write a job advertisement for a [position] at a [business type] in [city]. Required experience: [list key requirements]. The role involves: [key responsibilities]. Our culture is [describe culture briefly]. Include a salary range of [range] and [any key benefits]. Make it sound like a place people actually want to work.

Meeting agenda:

Create a structured agenda for a [duration] team meeting covering: [list topics]. Include time allocations for each item, a decision-making section, and a 5-minute action items wrap-up at the end.

Standard operating procedure:

Write a step-by-step SOP for [describe the task] in our [business type]. The person following this SOP will be [skill level]. Include: purpose, required tools/access, step-by-step process, common errors and how to handle them, and a checklist.

Finance and Legal (Use With Caution)

AI is useful for drafting first versions of financial and legal documents, but always have a professional review anything you’ll actually use.

Invoice payment reminder:

Write a friendly but firm payment reminder email for an invoice that is [X] days overdue. Invoice total is $[amount]. Keep it professional, reference the invoice number [XXX], and include a clear call to action to pay or contact us.

Terms and conditions draft:

Create a first draft of basic terms and conditions for a [type of business] that offers [services]. Include sections for: payment terms, cancellation policy, intellectual property, limitation of liability, and dispute resolution. Note: I'll have a lawyer review this before using it.

Making These Prompts Work Harder

The prompts above are starting points. Every one of them improves with more context:

• Add your business name and location
• Describe your tone or voice (“we’re direct and don’t use corporate speak”)
• Specify what to avoid (“don’t use exclamation marks”)
• Give an example of writing you like

The AI produces better output when it knows more about you. Invest 30 seconds adding context and the output quality improves significantly.