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Prompts

AI prompts for admin tasks that nobody has time for

Every prompt below is designed to produce output you can genuinely use, not generic filler. Type your business details and they'll all update to fit.

Personalise:

Professional email reply

What most people type
Help me reply to an email
What actually works
I work for Riverside Bakery, an artisan bakery in Conwy. I've received an email from a customer complaining about an order that arrived damaged. They sound frustrated but fair. Write a professional reply that: acknowledges their frustration, takes responsibility, offers a specific solution (replacement or refund), and rebuilds confidence in us. Keep it warm, not defensive. Around 100 words.
What you'll get back Hi there, I'm genuinely sorry to hear your order arrived damaged, that's not the experience we want you to have. I've looked into what happened on our end and I want to make it right immediately. I'd like to send you a replacement this week at no cost, and I'll upgrade the packaging so it arrives in perfect condition. Just reply with your address and your preferred items, and we'll get it out as soon as possible. Thank you for giving us the chance to put this right.

Meeting scheduling email

What most people type
Write an email asking to schedule a meeting
What actually works
Write a short meeting request email from Riverside Bakery to a potential wholesale customer. We want to discuss supplying fresh bread to their café. Suggest a time that works (morning is better for us), explain briefly why you're reaching out, make it easy for them to suggest alternatives. Keep it light, not pushy. Include a placeholder for meeting link or location. Under 80 words.
What you'll get back Hi Sarah, we've been following your café and think our sourdough range would be perfect for your customers. We'd love a brief chat about what that could look like. Would you be free for 20 minutes next Tuesday or Wednesday morning? We can meet at your place, ours, or hop on a quick call. Let us know what suits you best, and if those days don't work, just suggest alternatives. Looking forward to it.

Job advert

What most people type
Write a job description
What actually works
Write a job advert for Riverside Bakery for a part-time baker, 20 hours per week. We need someone with baking experience, reliable, willing to start early (5am some days), who fits our team culture. What we offer: competitive pay, flexible scheduling, first pick of fresh bread, learning opportunity. Keep the tone warm and genuine, not corporate. Be honest about what the role is and isn't. Around 150 words.

Internal announcement

What most people type
Write a company update email
What actually works
Write an internal team email from Riverside Bakery announcing that we've hired two new bakers and will be expanding our sourdough range. Keep it celebratory and inclusive, acknowledge the team's hard work that made this possible, explain what it means for the business going forward, and set expectations about the next 2-3 weeks. Tone: upbeat, genuine, not try-hard. Around 120 words.

Document formatting brief

What most people type
Format this document nicely
What actually works
I'm going to paste a messy report from Riverside Bakery that has no structure. Help me turn it into a clear document with: a descriptive title, executive summary at the top, logical sections with headings, bullet points where it makes sense, and a conclusion. Keep the original content but improve readability. Make it something a bank manager would take seriously. Suggest any sections we might be missing.

Minutes template

What most people type
Summarise this meeting
What actually works
I'm going to paste my rough notes from a Riverside Bakery team meeting. Turn them into proper minutes with: date, attendees, agenda items, decisions made, action items (with who and by when). Use a clear format that someone not at the meeting can understand. Highlight what's actionable and what was just discussion. Clean up any spelling or rambling bits, but keep the meaning.

Policy document draft

What most people type
Write a company policy
What actually works
Draft a time-off policy for Riverside Bakery. Cover: annual leave entitlement, how to request it, notice period, approval process, public holidays, sick leave, and what happens if plans clash with peak season. Make it fair but practical for a small bakery where timing matters. Keep language clear and non-legal. Include a section on flexibility to show we trust our team, but also set boundaries.

Contract summary

What most people type
Explain this contract to me
What actually works
I'm going to paste a contract for Riverside Bakery (looks like a supply agreement). Can you summarise the key terms in plain English? Include: who it's with, what we're supplying, payment terms, contract length, what breaks the deal, and any terms that feel risky or unusual. Keep it short so I can read it in 5 minutes. Flag anything that needs negotiation before we sign.

Event planning checklist

What most people type
Help me plan an event
What actually works
Riverside Bakery is hosting a community open day in 4 weeks. We want to show local people how we make bread, have free samples, and meet the team. About 50-100 people expected. Create a planning checklist that covers: before (promotion, logistics, supplies), during (staffing, flow, safety), and after (follow-up). Be specific enough to actually use. Highlight what needs doing first.

Handover document

What most people type
Write a handover guide
What actually works
I'm leaving my role managing Riverside Bakery's wholesale accounts. Create a handover document for my replacement. Include: key client contacts and what they order, payment history, any pending issues, seasonal patterns, how often we reorder, and relationship notes (who likes email vs calls, any quirks). Make it realistic and useful, not a generic template. The person replacing me should feel prepared after reading this.

How to use these prompts

These prompts work in any AI tool. Here's how to get the best results from the two most popular ones.

💬

In ChatGPT

  1. Open chat.openai.com and start a new conversation
  2. Copy any prompt above and paste it in
  3. For better results, start by telling ChatGPT about your business, your name, what you do, where you're based, and who your customers are
  4. ChatGPT works well for quick first drafts and fast iterations
✦

In Claude

  1. Open claude.ai and start a new conversation
  2. Paste the prompt, Claude handles longer, more detailed prompts particularly well
  3. Use the Projects feature to save your business context so you don't have to repeat yourself every time
  4. Claude tends to produce more natural, less "AI-sounding" copy
The real difference isn't the tool. These prompts work anywhere. What changes everything is whether the AI actually knows your business, your customers, your tone of voice, what you sell. That's what turns generic output into something you'd actually use. Learn how to set up your AI context →

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