How to Use These Prompts
Each prompt below is designed for a specific office task. They follow the CRAFT framework (Context, Role, Action, Format, Tone) and include bracketed variables [like this] that you replace with your own information. These prompts work with any major AI tool — ChatGPT, Claude, Gemini, Microsoft Copilot, or any LLM-based assistant.
The prompts are organized by work category. Start with the ones most relevant to your daily tasks, customize them for your business context, and save the ones that work well. Building a personal prompt library is one of the fastest ways to increase your productivity with AI — research shows that employees with standardized prompt templates produce consistently higher-quality output and save an average of 2-3 hours per day on routine tasks.
Email Prompts
1. Professional Email Response
You are a professional [your role] at [your company]. A [client/colleague/vendor] sent the following email: "[paste email]". Write a professional response that [acknowledges their point/answers their question/addresses their concern]. Keep it under 200 words. Use a [warm/formal/direct] tone. Include a clear next step or call to action at the end.
2. Cold Outreach Email
You are a sales representative for [your company], which offers [your product/service]. Write a cold outreach email to [target role] at [target company type]. The email should reference a specific pain point: [pain point]. Keep it under 150 words. Do not use salesy language or exclamation marks. End with a low-pressure question, not a hard ask. Tone: professional, helpful, human.
3. Follow-Up After No Response
I sent an email to [person's name/role] about [topic] on [date] and have not received a response. Write a polite follow-up email that references the original message without being pushy. Suggest a specific alternative next step (like a 15-minute call). Keep it under 100 words. Tone: respectful and understanding.
4. Internal Announcement Email
You are the [your role] at [company name]. Write an internal email announcing [change/update/news]. Context: [relevant background]. The audience is [all employees/specific department]. Include: what is changing, why, when it takes effect, and who to contact with questions. Format: brief paragraphs with key dates bolded. Tone: transparent, positive, and clear.
Meeting & Communication Prompts
5. Meeting Summary
Here are my rough notes from a meeting about [topic]: "[paste notes]". Create a clean meeting summary with these sections: Key Decisions Made, Action Items (with owners and deadlines), Open Questions, and Next Meeting Date/Agenda. Format as bullet points. Keep it concise — no more than one page.
6. Meeting Agenda Preparation
I have a [30/60]-minute meeting with [attendees/roles] about [topic]. The goals of the meeting are: [list goals]. Create a structured agenda with time allocations for each item. Include 5 minutes for introductions and 5 minutes for wrap-up/next steps. Suggest 2-3 discussion questions for the most important agenda item.
7. Difficult Conversation Preparation
I need to have a conversation with [person/role] about [sensitive topic — e.g., performance issues, project delay, scope change]. The key points I need to communicate are: [list points]. Help me prepare talking points that are direct but empathetic. Include a suggested opening statement, 3 key messages, potential objections they might raise with suggested responses, and a positive closing statement. Tone: compassionate but honest.
Document & Report Prompts
8. Report Summary for Executives
Here is a [lengthy report/data set/analysis]: "[paste content]". Summarize it for a C-level executive audience. Include: 3 key findings, the business impact of each, and 2-3 recommended actions. Format: one paragraph executive summary (under 100 words) followed by a bulleted breakdown. Use plain business language — no jargon or technical details unless essential.
9. Standard Operating Procedure (SOP)
Create a standard operating procedure for [process name]. Here is how we currently do it: "[describe current process informally]". Format the SOP with: Purpose, Scope, Required Tools/Access, Step-by-Step Instructions (numbered), Common Errors & Troubleshooting, and an Approval/Review section. Write it so a new employee with no prior knowledge could follow it. Tone: clear and instructional.
10. Proposal Draft
Write a business proposal for [client company] for [project/service]. Our company [your company] specializes in [what you do]. The client's problem is [describe problem]. Our proposed solution is [describe solution]. The timeline is [X weeks/months] and the budget is [amount]. Include sections for: Executive Summary, Problem Statement, Proposed Solution, Timeline & Milestones, Pricing, and Why Choose Us. Tone: professional, confident, and client-focused.
Customer Support Prompts
11. Customer Complaint Response
You are a customer support specialist for [company]. A customer wrote: "[paste complaint]". Our policy on this issue is: [describe relevant policy]. Write a response that: 1) Acknowledges their frustration specifically, 2) Explains what happened honestly, 3) Offers a concrete solution, 4) Includes a goodwill gesture if appropriate. Keep under 200 words. Tone: empathetic, solution-oriented, and professional.
12. FAQ Answer
Write a clear, helpful answer to this frequently asked question: "[question]". Context about our product/service: [relevant details]. The answer should be under 150 words, written at a reading level anyone can understand, and end with a link or direction to get further help if needed. Do not use corporate jargon.
13. Product Review Response
A customer left this [positive/negative/mixed] review: "[paste review]". Write a public response that thanks them for feedback, addresses any specific concerns raised, and reinforces our brand values. For negative reviews, acknowledge the issue and offer to resolve it privately. Keep under 100 words. Tone: genuine, professional, not defensive.
Content & Marketing Prompts
14. LinkedIn Post
Write a LinkedIn post about [topic/insight/announcement]. The target audience is [describe audience]. Key message: [what you want them to take away]. Include a hook in the first line that makes people stop scrolling. Use short paragraphs (1-2 sentences each). End with a question to encourage comments. Do not use hashtags in the body — add 3-5 relevant ones at the end. Length: 150-200 words.
15. Blog Post Outline
Create a detailed outline for a blog post titled "[title]". The target audience is [describe audience]. The post should cover: [key topics]. Include an engaging introduction angle, 4-6 main sections with sub-points under each, data points or examples to include in each section, and a conclusion with a call to action. The finished post should be approximately [X] words.
16. Social Media Caption
Write [3/5] social media caption options for [platform: Instagram/Twitter/Facebook]. We are posting about [topic/product/event]. Our brand voice is [describe voice]. Each caption should be under [character limit] characters and include a clear call to action. Provide variety — one informational, one question-based, one storytelling approach.
Research & Analysis Prompts
17. Competitive Analysis
Analyze the competitive landscape for [your product/service] in [your market/industry]. Compare our offering against [competitor names or "the top 3-5 competitors"]. For each competitor, assess: key features, pricing model, target audience, strengths, and weaknesses. Present as a comparison table followed by a brief strategic recommendation for how we can differentiate. Note any gaps in your knowledge.
18. Market Research Summary
I need to understand [market/industry/trend]. Provide a structured overview that includes: market size and growth trends, key players, primary customer segments, emerging opportunities, and potential risks or challenges. Support claims with reasoning. Clearly indicate where you are uncertain or where I should seek updated data. Format: sections with headers, bullet points for key data.
19. Data Interpretation
Here is a data set from [source]: "[paste data or describe it]". Analyze this data and provide: 3 key trends or patterns, any anomalies or concerns, possible explanations for the patterns observed, and 2-3 actionable recommendations based on the data. Present for a [technical/non-technical] audience. Include caveats about any limitations in the analysis.
20. Process Improvement Analysis
Our current process for [task/workflow] works like this: "[describe current process]". It takes approximately [time] and involves [number] people. Analyze this process and suggest improvements. For each suggestion, explain: what changes, why it is better, estimated time/cost savings, and implementation difficulty (low/medium/high). Prioritize recommendations by impact. Consider whether any steps could be automated.
Making These Prompts Your Own
These 20 prompts cover the most common office tasks, but they are starting points — not finished products. The real power comes from customizing them for your specific business context, saving the ones that work, and iterating on them over time. Add your company name, your brand voice guidelines, your industry terminology, and your specific quality standards.
When you find a prompt that consistently produces great results, turn it into a template that anyone on your team can use. This is exactly what ANTS prompt templates are designed for — standardized, tested prompts that turn individual AI skill into organizational capability.