Guide · Prompt engineering · Templates
Prompt templates for business: 40 templates to copy
These prompt templates save time on tasks that come up in every company: emails, summaries, quotes, job ads, how-to guides. Every template has placeholders in square brackets and a short note on data protection and confidentiality.
Build your own prompts with the prompt generator.
Template · Office
Summarise the following meeting minutes in five bullet points. List the decisions first …
Placeholders[paste text]
Noteonly approved tools
40 templates in 8 departments
Key points
- Good
prompt templates contain role, task, format and limits. You only replace the details in square brackets. - Names, customer data and employee data belong only in tools your company has
approved . Each template notes what to watch. - Frequently used templates work best as an
AI assistant with fixed instructions and your sources.
Structure
What makes good prompt templates?
A good template does the structural thinking for you: it tells the AI what to do, in which format and within which limits. Your job is only to fill the placeholders and check the result. The prompt engineering guide explains the eight techniques behind it.
Many templates contain a limit such as “do not invent figures” or “answer only from the text”. Such sentences can reduce the risk of invented details.
Office and assistance
Prompt templates for office and assistance.
| Template | Prompt | Note |
|---|---|---|
| Reply to an email | You are an assistant at a [industry] company. Reply to the following email politely and briefly, at most 120 words, formal tone. Do not invent dates or commitments. Email: [paste text] | Replace names and contact details, approved tools only |
| Summarise minutes | Summarise the following meeting minutes in five bullet points. List the decisions first, then open items with owners and deadlines. Minutes: [paste text] | only approved tools for internal texts |
| Write an invitation | Write an invitation to [occasion] on [date] at [time] in [place]. Audience: [audience]. Friendly and clear tone, at most 100 words, asking for a reply by [date]. | no personal data needed |
| Shorten a text | Shorten the following text by half. Keep all facts, figures and deadlines. Cut repetition and filler words. Text: [paste text] | only approved tools for internal texts |
| Write a decline | Write a friendly decline to the following request. Give a short reason, offer an alternative if possible and stay under 80 words. Request: [paste text] | Replace names and contact details, approved tools only |
Customer service
Prompt templates for customer service.
| Template | Prompt | Note |
|---|---|---|
| Reply based on a policy | Answer the customer question only from the following policy and name the section. If the answer is not in it, say so and offer a call back. Question: [question] Policy: [paste text] | customer data only in approved tools |
| De-escalate a complaint | Write a reply to the following complaint. Show understanding in one sentence, name the next step [step] and the deadline [deadline]. No blame, no commitments other than [allowed commitment]. Complaint: [paste text] | customer data only in approved tools |
| Classify a request | Assign the following request to one category: [category 1], [category 2], [category 3]. Output category, urgency (high, medium, low) and one sentence of reasoning. Request: [paste text] | customer data only in approved tools |
| FAQ from tickets | Create five frequent questions with short answers from the following anonymised requests. Combine similar requests. Requests: [paste text] | anonymise first |
| Simplify a reply | Rewrite the following reply in plain language: short sentences, no jargon without explanation, formal tone. Reply: [paste text] | Replace names and contact details, approved tools only |
Sales
Prompt templates for sales.
| Template | Prompt | Note |
|---|---|---|
| Prepare a meeting | Prepare a first meeting with a company in [industry] with [size] employees. List five questions about needs, three typical objections and a factual answer to each. | no personal data needed |
| Follow-up email | Write a follow-up email after our meeting. Summarise the three key points, name the agreed next step and a date. At most 120 words. Notes: [paste text] | Replace names and contact details, approved tools only |
| Phrase the benefit | Turn the following product features into three benefit statements for [audience]. Each at most 15 words, no superlatives. Features: [list] | no personal data needed |
| Summarise a quote | Summarise the following quote for the customer’s management in five bullet points: scope, price, term, conditions, next step. Quote: [paste text] | figures only in approved tools |
| Answer an objection | A prospect says: “[objection]”. Write three possible responses: a question back, a factual explanation and an example. Do not invent figures or references. | no personal data needed |
Marketing
Prompt templates for marketing.
| Template | Prompt | Note |
|---|---|---|
| Social media post | Write three versions of a post about [topic] for [platform]. Audience: [audience]. Each at most 60 words, one clear message, no exaggeration. | no personal data needed |
| Article outline | Create an outline for an article on [topic] for [audience]: title, five subheadings phrased as questions and two bullet points each. | no personal data needed |
| Newsletter subject line | Suggest ten subject lines for a newsletter on [topic]. At most 50 characters, factual, no exclamation marks. Mark the three clearest. | no personal data needed |
| Adapt a text to an audience | Adapt the following text for [audience]. Keep all facts; change tone, examples and terminology. Text: [paste text] | only approved tools for internal texts |
| Announce an event | Write an announcement for [event] on [date] in [place/online]: two sentences on the benefit, the agenda in three bullet points and a note on registration. | no personal data needed |
HR
Prompt templates for HR.
| Template | Prompt | Note |
|---|---|---|
| Job ad | Write a job ad for [position] in [place]. Tasks and requirements five bullet points each, benefits three bullet points, appreciative tone, gender-inclusive wording. No wording that discriminates by age, origin or other protected characteristics (e.g. “young team”). | no personal data needed |
| Onboarding plan | Create an onboarding plan for the first two weeks of a new person in [position]. As a table with day, task, contact (role) and goal. | no personal data needed |
| Interview questions | Write eight interview questions for [position] that test [skill 1] and [skill 2]. No questions on characteristics protected by anti-discrimination law (origin, gender, religion, disability, age, sexual identity), none on pregnancy, family planning or private life. Same questions for every candidate. | no personal data needed |
| Explain a policy | Explain the following policy for employees in plain language: what it is about, what they must do, who to contact. At most 150 words. Policy: [paste text] | only approved tools for internal texts |
| Prepare feedback | Help me prepare a feedback conversation. Structure my notes into observation, impact and request, and suggest two open questions. Notes: [insert without names] | Employee data only in approved tools, even without names |
IT
Prompt templates for IT.
| Template | Prompt | Note |
|---|---|---|
| Write a how-to | Write a step-by-step guide for [task] for staff without IT knowledge. Numbered steps, one sentence each, ending with what to do if it does not work. | no personal data needed |
| Explain an error message | Explain the following error message in two sentences and list three possible causes, sorted by likelihood. Message: [paste text without credentials] | no credentials, IPs or passwords |
| Outage notice | Write a short outage notice for all staff: affected service [service], since [time], impact, workaround if any, next update at [time]. | no personal data needed |
| Explain code | Explain what the following code does in five bullet points for a colleague from the business side. Point out possible sources of errors. Code: [paste code without keys] | no credentials, IPs or passwords |
| Summarise a ticket | Summarise the following ticket history for a handover: problem, steps taken, current status, next step. History: [paste text] | Replace names and contact details, approved tools only |
Purchasing and finance
Prompt templates for purchasing and finance.
| Template | Prompt | Note |
|---|---|---|
| Compare quotes | Compare the following quotes in a table by price, delivery time, warranty and payment terms. Then give a recommendation with a short rationale. Quotes: [paste text] | figures only in approved tools |
| Request to a supplier | Write a request to a supplier for [product/service], quantity [quantity], delivery date [date]. Ask for price, delivery time and terms by [date]. | no personal data needed |
| Explain a variance | Explain the variance between plan and actual in two sentences for management and list three possible causes. Mark causes as assumptions unless the figures show them. Figures: [plan], [actual], [period] | figures only in approved tools |
| Extract contract deadlines | Extract all deadlines from the following contract: term, notice period, renewal, payment terms. As a table with references. Contract: [paste text] | only approved tools for internal texts |
| Write a payment reminder | Write a friendly first payment reminder for invoice [number] of [date] for [amount]. At most 80 words, formal tone. | Replace names and contact details, approved tools only |
Management and projects
Prompt templates for management and projects.
| Template | Prompt | Note |
|---|---|---|
| Project status | Write a project status for management: traffic light, three results, two risks with countermeasures, next milestones. Notes: [paste text] | only approved tools for internal texts |
| Decision paper | Create a decision paper on [topic] with two or three options. For each option benefit, effort, risk, then a recommendation. At most one page. | no personal data needed |
| Collect risks | Collect ten possible risks for the project [project]. As a table with risk, likelihood, impact and countermeasure. | no personal data needed |
| Prepare a meeting | Create an agenda for a [duration] meeting on [topic] with times, a goal per item and the documents needed beforehand. | no personal data needed |
| Communicate a change | Write a message to the team about the following change: [change]. Explain why, what changes from when and who to contact with questions. At most 150 words. | no personal data needed |
In the team
Using prompt templates in a team.
Templates only really work when a whole team uses them. Set up a shared collection, name a person responsible and revise templates when processes change. Settle in an AI usage policy which tools are approved for which data.
If you use templates with internal documents, an AI assistant takes you further: in RAGSuite you set up an assistant per project with fixed instructions and your sources, and answers come with references.
Before pasting
A quick check before every prompt.
Tick what is done. Nothing is stored.
FAQ
Questions about the prompt templates.
How do I use the prompt templates?
Copy a template with the button next to it, replace everything in square brackets with your own details and paste the prompt into your AI tool. Check the result and refine it if needed. Save good results as your own template for your team.
Do the prompt templates work with every AI tool?
Usually, yes. The templates are plain text without special commands and work with common chat tools and language models, including local models. Depending on the model, it can pay to adjust length or format after the first result. Save the variants that work.
What does the data protection and confidentiality note on each template mean?
It says what to watch when you paste your own content, such as replacing names with placeholders or putting employee data only into approved tools. Which tools are approved is up to your company, ideally in an AI usage policy. The note does not replace a check by your data protection team.
Can I share prompt templates in my team?
Yes, and it pays off. The simplest way is a shared file. Even better: turn frequently used templates into an AI assistant with fixed instructions and your sources. Then nobody has to copy the prompt, and answers come with references from your documents.
Jürgen Pietschmann
AI Consultant · RAGSuite Lead
From templates to assistants.
Jürgen shows you how your team turns its most-used templates into AI assistants with your sources.