What you will end up with
You will have a four-part prompt structure: context, task, example and format. It turns a vague request like "write something for my customers" into one the AI can answer in a form you can actually use.
It takes a few minutes to write the first time. After that you can reuse it for most everyday jobs.
Before you start
- Access to an AI tool, such as an AI chat assistant, an email drafting tool or a content writing tool.
- One real task you need help with, like replying to a customer, writing a product description or tidying up meeting notes.
- The facts the AI will need, such as dates, prices, opening hours or policies, close at hand.
- If you have one, a past piece of work you were happy with. You will use it in Step 3.
How to write the prompt, step by step
The examples below follow one illustrative situation: a bike repair shop in Dunedin replying to an unhappy customer.
Step 1 - Add context
Tell the AI what your business does, who you are writing to and what has happened. The AI knows nothing about your shop unless you say so.
Vague prompt: Write a reply to a customer who is annoyed about a late repair.
With context: I run a bike repair shop in Dunedin with three staff. A customer dropped off a commuter bike on Monday and we said it would be ready Thursday. It is now Friday because a part arrived late. They emailed to say they are annoyed. Write a reply.
What you should see: the answer mentions the late part and the days involved, instead of a generic apology that could come from any business.
Step 2 - State the task clearly
Use a plain action word: write, check, list, explain or summarise. Then say what the output must include and what it must leave out. Keep to one task per prompt.
Before: Write a reply.
After: Write a reply that apologises, explains the part arrived late, and says the bike will be ready by noon on Monday. Do not offer a discount.
What you should see: every point you asked for is covered, and nothing you ruled out has crept in.
Step 3 - Give an example
Paste in a real example of the kind of answer you want. This shows the AI your tone and style far better than a description can.
Add something like: Here is an email I sent last year that I was happy with. Match the tone and level of detail: [paste email].
Take out customer names, phone numbers and other personal details before you paste anything in.
What you should see: the draft sounds like you, not like a corporate form letter. If you have no example, describe the tone instead, such as "friendly, plain and a bit dry".
Step 4 - Specify the format
Say how you want the answer laid out: bullet points, short paragraphs, a table, the tone, the length.
Before: no format given, so you get five long paragraphs.
After: Keep it under 120 words in three short paragraphs. Friendly and plain, no exclamation marks. Sign off as Sam.
What you should see: a draft that is the right size and shape to send with only small edits.
Put it together
Here is the full prompt, using all four parts:
I run a bike repair shop in Dunedin with three staff. A customer dropped off a commuter bike on Monday and we said it would be ready Thursday. It is now Friday because a part arrived late, and they have emailed to say they are annoyed. Write a reply that apologises, explains the part arrived late, and says the bike will be ready by noon on Monday. Do not offer a discount. Here is an email I was happy with, so match the tone: [paste email]. Keep it under 120 words in three short paragraphs, friendly and plain, no exclamation marks, signed off as Sam.
If it does not work
The answer is close but not quite right
Do not start again. Reply with specific feedback and ask for an adjustment: This is good, but the second paragraph sounds stiff. Make it warmer and take out the word "inconvenience". Specific feedback gets better results than "try again".
The answer is too long or too short
Go back to the format step and add a length. Use a word count ("under 100 words") or a shape ("two short paragraphs", "five bullet points"). The AI will not guess your preference.
The AI makes something up or gets facts wrong
AI tools can state wrong things confidently. Add this line to your prompt: Only use the information I have given you. If something is missing, ask me instead of guessing. Then check names, dates, prices and promises yourself. For anything important, keep a person in the loop before it goes out.
Next steps
- Test it on a second task. Try the same four parts on something different, like a product description or a social post. If the structure works there too, you have a reliable habit.
- Save the prompts that work. Keep them in a document and swap in the details each time. Most of the work is already done.
- Add a person to check. Someone who knows your business should read anything important before it is sent or published.
The same habits apply if you later use an AI role for work like website chat. Rapid Ready Ai's AI Support role works only from what you tell it about your business and it can get things wrong, so clear information going in and a person checking the important things still matter.
Prompt quality improves with practice, so pick one task this week and try the four steps. If you have questions, get in touch through our contact page.
