A prompt template for any work task

Steps

1. 1

   Copy the template below into a note on your phone or computer.

   You will use it a lot, so keep it where you can grab it.

2. 2

   Fill in your role and the task.

   "I am a branch manager. I need a short note to the team about the new holiday hours."

3. 3

   Paste in the facts.

   Dates, names, numbers, the email you are replying to. This is the part the AI cannot guess.

4. 4

   Say the format.

   Email, list, table you can paste into Excel, a text message, talking points for a call. Give a length too.

5. 5

   Add one or two rules and send it.

   Then read the answer and reply with what to fix.

6. 6

   Save the filled version if you will do this task again.

   Next time you only change the facts.

Prompts you can copy

The template

I am [your role] at [type of company].
I need [the task] for [who will read or use it].
Here is what I have: [paste facts, notes, numbers, or the message I am replying to].
Give me [format, for example a short email, a list of 5, talking points] that is [length, for example under 100 words].
Rules: [1 or 2 rules, for example plain words, only use my facts, no exclamation marks].
If anything important is missing, ask me before you write.

Template filled in for a team update

I am the warehouse manager at a building supply company.
I need a short message to my team of 12 about holiday hours.
Here is what I have: Closed [date] and [date]. Open 7 to noon on [date]. Normal hours after that. Anyone who wants the half day shift tells me by [date].
Give me a message I can post in our group chat, under 80 words.
Rules: friendly, plain words, put the dates in a short list.
If anything important is missing, ask me before you write.

Template filled in for a quote follow up

I am a sales rep at a commercial HVAC company.
I need a follow up email for the facilities manager at [company].
Here is what I have: We sent quote [number] for [work] on [date]. Price [amount]. They asked about lead time, which is [time].
Give me an email under 70 words with a subject line.
Rules: answer the lead time question first, no pressure, end with one question.
If anything important is missing, ask me before you write.

Example

This is a made-up example. Say you use the template for a quick job: "I am an office manager at a trucking company. I need a reminder for our 8 drivers to turn in logbooks. Here is what I have: due Friday by 3pm, drop them in the bin by the door. Give me a text message under 40 words. Rules: friendly but clear."

A good answer: "Hey team, reminder that logbooks are due this Friday by 3pm. Please drop them in the bin by the door. Thanks for getting these in on time!"

It is short, has the day, time and place, and sounds like a person. That took under a minute to write.

Tips

• The last line, "ask me before you write", is the secret. It stops the AI from guessing when you forgot a fact.
• You can delete parts you do not need. For a quick question, role plus task is often enough.
• Make a few saved versions for jobs you do every week, like quotes, recaps and customer replies.
• If you want it to sound like you, paste a message you wrote before and add "match this tone".

What not to do

• Do not leave the brackets in. The AI may copy them into the answer.
• Do not skip "here is what I have". That is where good answers come from.
• Do not paste anything private your company says to keep out of AI tools.

Want prompts already filled in for your job? See prompts by job title and the prompt library. For the why behind the template, read how to write a good prompt.

FAQ

Does this template work in every AI tool?

Yes. It is just clear plain words, so it works in ChatGPT, Claude, Gemini, Copilot and Grok.

Can I use it for spreadsheets or data?

Yes. Say "give me a table I can paste into Excel" or "give me the formula for column D" as the format.

What if the AI asks me a lot of questions?

That means you left out facts it needs. Answer them, then save the answers into your template so next time it has them.

Is a longer prompt always better?

No. Better facts beat more words. Keep each line useful and cut anything that does not change the answer.

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First posted October 28, 2026. Last updated October 28, 2026. Free to copy and use, CC BY 4.0.