Guides · Updated 2026-10-14

How to use ChatGPT for small business admin: 15 practical prompts

Admin is the part of running a business that nobody started a business for. ChatGPT won't do your books or replace your accountant, but it is very good at first drafts: emails, quotes, policies, job adverts and replies to reviews. This guide gives you 15 prompts you can copy, paste and adapt today.

They all work on ChatGPT's free plan, which includes unlimited everyday text chats, subject to OpenAI's safeguards (OpenAI help). They work just as well in Claude or Gemini, too.

Before you start: three rules

1. Give it context. Say who you are, who it's for and what tone you want. "A plumbing firm in Leeds writing to a long-standing customer" gets a far better result than "write an email".
2. Never paste in sensitive data. Leave out customer names, addresses, bank details and anything confidential. Use placeholders like [CUSTOMER] instead. The ICO has guidance on AI and data protection.
3. Check everything. ChatGPT can get facts, figures and legal points wrong while sounding sure of itself. Treat every answer as a draft.

A handy trick: start a chat with a short description of your business, such as what you do, where you are, your typical customer and your tone. Then ask for everything in that same chat, so it remembers.

Emails and customer messages

1. Reply to a tricky customer email

I run a [type of business]. Here is an email from a customer who is unhappy about [issue]. Write a calm, polite reply in British English that acknowledges the problem, explains what we'll do next, and offers [remedy]. Keep it under 150 words. Email: [paste, with personal details removed]

2. Chase a late payment, politely

Write three short payment reminder emails for an invoice that is [X] days overdue: a friendly first nudge, a firmer second reminder, and a final notice that mentions we may charge late payment interest. British English, professional, no threats.

UK businesses can usually claim statutory interest on late payments from other businesses. Check the details on GOV.UK's late commercial payments page before you mention it.

3. Turn notes into a clear email

Turn these rough notes into a clear email to [recipient] with a short summary at the top and bullet points for actions and deadlines: [paste notes]

Quotes, proposals and pricing

4. Draft a quote

Write a quote for [job description] for a [type of customer]. Include a short summary of the work, what's included, what's not included, the price of [£X] plus VAT, how long the quote is valid, and payment terms of [terms]. Plain, friendly British English.

5. Explain your price without apologising

A customer says my price of [£X] for [service] is too high. Write a short, confident reply explaining what's included and why it's good value, and offer a cheaper option of [alternative] if they'd prefer.

6. Write a one-page proposal

Write a one-page proposal for [client] for [project]. Sections: the problem, what we'll do, timeline, price, and next steps. Keep it to about 300 words.

Policies and paperwork

7. First draft of a simple policy

Draft a plain-English [returns / cancellation / privacy / social media] policy for a small UK [type of business]. Mark any parts that need checking by a solicitor or against UK law.

Always have legal documents checked. ChatGPT doesn't know your exact situation and can be wrong on law.

8. Write a standard operating procedure

Write a step-by-step checklist for [task, e.g. opening the shop / onboarding a new client] that a new member of staff could follow. Number the steps and keep each one to a single line.

9. Summarise a long document

Summarise this document in five bullet points, then list any deadlines, costs or obligations for my business: [paste text]

Staff and hiring

10. Job advert

Write a job advert for a [role] at a small [type of business] in [town]. Hours: [hours]. Pay: [pay]. Include what the job involves, who we're looking for, and how to apply. Friendly, clear, and free of discriminatory wording.

11. Staff rota

I have [number] staff with these availability limits: [list]. The shop is open [hours]. Suggest a weekly rota as a table, making sure [rules, e.g. two people on Saturdays]. Point out any gaps.

12. Meeting agenda and notes

Create a 30-minute team meeting agenda covering [topics]. Then, after I paste my rough notes, turn them into a summary with actions and owners.

Marketing and reviews

13. Reply to a Google review

Write a short reply to this [positive / negative] Google review. Thank them, address the point they raised without being defensive, and invite them back. Under 80 words. Review: [paste]

14. A month of social posts

Suggest 12 short social media posts for a [type of business] in [town] for [month]. Mix tips, behind-the-scenes posts and one offer. Under 50 words each, no hashtag overload.

15. Improve your website's about page

Here is my current 'About us' page. Rewrite it so it's warmer, clearer about who we help and where, and ends with a clear next step. Keep facts as they are and don't invent any. [paste text]

Getting better answers

• Ask for options. "Give me three versions" lets you pick the best.
• Correct it. Reply with "Shorter", "Less formal" or "Use British spelling", and it will revise.
• Give it an example. Paste an email you've written that you like and say "Match this style".
• Save your best prompts. Keep a document of prompts that worked, so you and your staff can reuse them.

When not to use ChatGPT

Don't rely on it for tax figures, legal advice, or anything involving customers' personal data, unless you've checked it properly. For tax, use GOV.UK or your accountant. AI is for drafts, not decisions.

Want one useful AI tool and a ready-to-copy prompt each weekday? Our free daily email does exactly that. You might also like our guides to free AI tools every small business should try and AI receptionist tools.

FAQ

Can I use ChatGPT for my business for free?

Yes. ChatGPT's free plan includes unlimited everyday text chats, subject to safeguards, which covers most admin drafting. Paid plans add higher limits and extra features.

Is it safe to put customer information into ChatGPT?

It's safest not to. Use placeholders instead of names, addresses and financial details, and check the provider's data settings and your UK GDPR obligations.

Can ChatGPT write my contracts and policies?

It can produce a useful first draft, but it can be wrong about the law. Have anything legally binding checked by a qualified professional.

Do these prompts work in other AI tools?

Yes. They work in Claude, Gemini and Microsoft Copilot too. You may need to tweak the wording slightly.