Business prompts: 14 ready-made instructions for ChatGPT and Gemini

Most people start working with ChatGPT or Gemini the same way: they type “write a post about our company” and get a text that would fit any business in Poland. That isn’t the tool’s fault. The model doesn’t know what you do, who your customer is or what tone you write in, so it guesses.

Below are business prompts you can copy right away: from a service description, through a reply to a review and a quote email, to a monthly content plan. Plus rules for writing your own prompts, a list of things not to paste and a way to check facts. The prompts work in ChatGPT and in Gemini. I describe the settings based on OpenAI and Google help pages from the end of October 2026.

Four elements of a good prompt

In its guide to writing effective prompts, Google lists four elements: persona (that is, the role AI should take on), task, context and format. Not every prompt needs all of them, but the more of them you provide, the fewer corrections you will need. OpenAI gives ChatGPT users similar advice: be clear, specific and provide context.

The fifth element is an example. Paste in one of your earlier texts that you liked and add “write in this style”. An example shows the tone better than the longest description.

Instead of “write a post about terraces”, type:

Role: copywriter for a local construction company. Task: write a Facebook post about installing composite decking terraces. Context: a company from Masuria, the customers are owners of houses and holiday cottages, installations start in April. Format: up to 80 words, plain language, one question at the end, no emoji.

When the result doesn’t fit, don’t start over: in the same conversation, add “shorter” or “more human”. Both OpenAI and Google recommend this kind of step-by-step refinement.

Prompt no. 1: a business description you enter once

Before you use the other prompts, prepare a short description of your business. You paste it at the start of a conversation or save it permanently: in ChatGPT as custom instructions in the personalization settings or as project instructions, and in Gemini as a Gem (your own assistant with saved instructions). According to OpenAI’s help, custom instructions are available in all plans, and in the free plan they can be up to 1,500 characters long.

1. Business description for AI I run a [type, e.g. renovation] business in [town and surrounding area]. I offer: [3–5 services]. My customers are [who, e.g. homeowners]. What sets us apart: [2–3 specifics, e.g. lead time, warranty]. We address customers formally, calmly and to the point, without the words “best” and “professional”. Don’t make up prices, deadlines or warranties: when you don’t know them, insert [TO BE FILLED IN]. If something is missing, ask me up to 3 questions before writing a longer text.

The last two sentences limit making things up and make AI ask instead of guessing. Note: OpenAI points out that the content of your instructions may be used to improve its models unless you turn this off, so don’t put anything confidential in the business description.

Prompts for your website and Google reviews

2. Service description for the website Role: business website copywriter. Task: write the text for the [name] service subpage. Context: [3–5 facts: scope, completion time, service area, what the customer needs to prepare]. Format: a heading, an introductory paragraph, a “What the service includes” list, 4 steps of working together, an invitation to get in touch. 250–350 words, no promises beyond the facts provided.

3. FAQ for the website Here are the questions customers ask us by phone and email: [5–10 questions without customer data]. Turn them into an FAQ section: the question in the customer’s words, the answer in 2–3 sentences. Where the answer depends on our prices or policies, insert [TO BE FILLED IN].

The best FAQ comes from real questions, not from AI’s imagination.

In the review prompts, I took into account Google’s tips for Business Profile: concise and polite, not salesy, admitting mistakes and without private information about the review’s author.

4. Reply to a positive review Write a reply to this Google review: “[review text]”. Up to 50 words, warm, refer to one specific detail from the review. No discounts or advertising, no details of the job that aren’t in the review. Give 2 versions.

5. Reply to a critical review Write a calm reply to this Google review: “[review text]”. Facts from our side: [2–3 sentences]. Admit what went wrong, don’t argue, don’t reveal the customer’s data or details of the job, and invite them to get in touch at [business phone or email]. Up to 80 words.

You will find more templates in the guide How to reply to Google reviews: 8 templates for good and bad ones. Read the AI reply before publishing: the model can add a fact that wasn’t in the prompt.

Prompts for emails and offers

6. Quote email Role: salesperson at a [industry] company. Task: write an email with a quote. Details: scope [list of work], price [net and gross], date [date], offer valid for [number of days], what the price doesn’t include [list]. Format: a short introduction referring to our conversation, the quote in bullet points, one sentence about the next step. Up to 150 words, polite, no pressure. Don’t change any numbers.

7. Follow-up after a quote The customer received a quote on [date] and hasn’t replied. Write a follow-up of up to 60 words: ask whether the quote arrived and whether anything needs clarifying. No pressure and no “last chance”.

8. A difficult email in a calm tone Here is my draft reply to a complaint: [draft without customer data]. Rewrite it to be calmer and shorter. Keep all the facts and deadlines, remove emotion and sarcasm. At the end, list what was removed and why.

9. Summary of a long thread Here is an email thread with a customer, with names replaced by “Customer A”: [thread]. List: what we agreed, what is still open, who needs to do what and by when. No more than 8 points.

I also describe templates for replying to inquiries in the guide Replying to a quote request: templates and follow-ups.

Social media and a content plan

10. Social media post Role: person running a local business’s profile. Task: write 3 versions of a post about [topic, e.g. a completed project, a new service]. Context: [2–3 facts: town, how long the work took, material]. Format: each up to 70 words; version 1 factual, version 2 with a question for the audience, version 3 with a tip. 3 hashtags under the text.

11. Monthly content plan Prepare a plan of 8 posts for [month] for the business described above. Take into account the season and key dates: [e.g. holidays, start of the season]. Format: a table with the columns: date, topic, goal (trust, sales, advice), what photo to take, a one-sentence teaser. Topics should come from customer questions and projects, not from generic slogans.

AI text is a draft. Add what the model doesn’t know: a photo from a project, the town, a story from the site. I explain when AI content needs to be labeled in the guide Labeling AI content on your website: Art. 50 of the AI Act in practice.

Contract summary: only with a warning

AI quickly pulls deadlines and obligations out of a long document, but it won’t assess their legal consequences. This prompt helps you prepare for a conversation with a lawyer or a business partner, not make a decision.

12. Contract summary Here is a [type] contract with the parties’ names, addresses and amounts removed: [text]. List in bullet points: my obligations, the other party’s obligations, deadlines, contractual penalties, termination conditions, automatic renewal. For each point, give the section number. Separately, list any unclear or unusual clauses. Don’t assess whether the contract is favorable.

Three rules:

• Remove the parties’ data, amounts and anything that could identify the other party. Also check whether a confidentiality clause prohibits showing the contract to third parties.
• Check every point against the original. That is why the prompt asks for section numbers. AI can skip a clause or attribute it to the wrong party.
• This is not legal advice. An AI summary won’t replace a lawyer, especially for a rental agreement, a leasing agreement or a large contract. This text describes the situation as of 7 November 2026 and isn’t legal advice either.

What not to paste and how to check the result

The simplest rule: neither customers’ personal data (name, phone, address, email, the content of their emails) nor company secrets go into the chat: margins, wholesale price lists, passwords, contracts covered by confidentiality. Replace data with “Customer A” and “Company X”, and insert the real details only in the finished text. In the Gemini Apps privacy information, Google writes that some chats are reviewed by trained reviewers and asks you not to enter confidential information (work accounts may have different terms). I described rules for your team in the guide AI use policy for your company: a one-page template.

A temporary chat also helps. According to OpenAI, such a conversation in ChatGPT doesn’t go into your history or into model training, but may be kept for up to 30 days for safety reasons. In Gemini, temporary chats are kept for 72 hours and are also not used for training. This doesn’t replace a business plan with a data processing agreement, which I write about in the guide ChatGPT or Gemini for business.

The second problem is facts. In the article Does ChatGPT tell the truth?, OpenAI warns that the model can give wrong dates and facts, make up a quote, a study or a source, and sound confident while doing so. It advises treating the answer as a first draft, not a final source. Google says the same about Gemini: before using a result, check that it is accurate and true. Before sending a text, use this prompt:

13. List of things to check List all the claims in this text that need to be checked before publishing: numbers, prices, dates, regulations, company and product names, promises (warranty, deadline). For each one, write where to check it. Don’t correct anything.

14. Improve my prompt Here is a prompt I use: [prompt]. Point out what is missing according to the framework: role, task, context, format. Suggest an improved version, and if information is missing, ask me questions.

Check the items on the list at the source: prices in your own price list, regulations on government websites, product data with the manufacturer.

Summary

A good prompt has a role, a task, context and a format, and ideally also an example of your text. Save your business description once, use the prompts above, don’t paste customer data and check facts before sending. AI text is a draft that you finish.

If you want AI in your business to do more than write in a chat, write to me. As part of the AI implementation in your business service (from PLN 3,900 net), I check where AI pays off and train your team. When data can’t leave the company, I install a local AI model on your computer or server. And if you would prefer ready-made website texts, I will write them for you and check every fact.