How to write a good AI prompt (and get much better results)
The quality of what you get from AI depends almost entirely on how you ask. Here is how to ask better.
The single biggest factor in whether AI is useful to you is how you ask it things. A vague question gets a vague answer. A well-constructed prompt gets something you can actually use.
You do not need to learn a new skill from scratch. The principles are simple and apply to every AI tool you use.
Be specific
Vague prompts produce generic output. Specific prompts produce useful output.
Instead of: "Write a social media post about my business."
Try: "Write a Facebook post for my plumbing company in Manchester. We are running a special offer for boiler services this month, £50 off for new customers. The tone should be friendly and trustworthy. End with a call to book online."
The extra detail takes 30 seconds to write and produces something you can actually use rather than a generic post that sounds like every other business.
Give context
AI does not know your business, your customers, or your situation. The more context you give, the better the result.
Context to include: what your business does, who your customers are, what the piece of content is for, any constraints (length, tone, format), and what you want the reader to do after reading it.
You can save yourself time by creating a short paragraph about your business that you paste in at the start of important prompts. Something like:
"I run a 5-person accountancy firm in Leeds called Clearwater Accounts. We work with small businesses and sole traders. Our clients are mostly non-technical business owners who find accounting stressful. We are known for being approachable and speaking plain English."
Paste that in before your request and every response will be better calibrated to your reality.
Give the AI a role
Telling the AI to play a role produces more focused results.
"You are an experienced B2B copywriter. Write a LinkedIn post..." produces different output from just "Write a LinkedIn post..."
Roles that work well: experienced copywriter, senior marketing manager, business consultant, customer service expert, professional editor. Pick the role that fits the task.
Show an example
If you have a specific style or format in mind, show the AI an example of what you want.
"Here is an example of the kind of email I like to send: [paste example]. Now write a similar email for this situation: [describe situation]."
AI is very good at matching a style when it has a reference. This is much faster than trying to describe the style in abstract terms.
Iterate
Do not expect the first response to be perfect. AI is a conversation, not a vending machine.
If the first result is not right, say what is wrong and ask for a revision. "That is too formal, make it more conversational." or "Good structure but too long, cut it by half." or "Change the opening line, it sounds cliched."
Each round of feedback gets you closer to what you want. Most people give up after one attempt. People who get great results from AI iterate.
Copy-paste prompt templates
Here are ready-to-use templates for common business tasks. Replace the details in brackets with your own.
Writing a professional email
I need to write an email to [recipient, e.g. "a supplier who has sent us incorrect stock"]. The situation is: [explain what happened]. I want to: [your goal, e.g. "politely but firmly request a replacement delivery and a credit note"]. My business is [brief description]. Keep the tone professional but not aggressive.
Writing a quote or proposal
Write a short proposal for [client name or "a potential client"]. The project is: [describe the work]. The key benefits we are offering are: [list 2-3 benefits]. Our price is [price]. Include a short intro, the scope of work, pricing, and a clear call to action. My business is [brief description].
Writing a social media post
Write a [platform: Instagram / Facebook / LinkedIn] post for my business. My business is: [brief description]. The topic is: [what you want to post about]. The tone should be [professional / friendly / energetic]. End with [a call to action: e.g. "a link to book a free consultation"].
Responding to a difficult customer
I need to respond to this customer message: [paste message]. The situation is: [any background context]. I want to acknowledge their frustration, [apologise / not apologise] for [what], and [offer a solution / explain our policy / invite them to call us]. Keep the tone calm and professional.
Start with these templates and adapt them. After a few uses you will develop your own instinct for what works, and the prompts will become second nature.
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