48 copy-paste prompts for freelancers and the self-employed, for client emails, quotes, first clients, social media, customer service, admin and automation. They work in ChatGPT, Claude, Gemini and Copilot. You'll find a German version here (Deutsch).
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Tip: leave out names, addresses and other personal details of your clients, or replace them with placeholders before you paste anything into an AI tool.
Tricky replies, reminders and follow-ups. The emails that sit in your drafts folder for days because nobody enjoys writing them.
Go deeper: Book 3, The AI Back Office →
Here is an email from a client: [paste email]. Write a friendly, calm reply in [language]. I want to [what you want, e.g. say no to the extra work / agree with conditions / ask for more time]. Keep it under 150 words, avoid jargon and end with one clear next step. Don't promise anything I haven't mentioned.
Write a polite first payment reminder for invoice [number] from [date] for [amount]. The client is [name], we get on well and I want to keep it that way. Mention the due date [date] and leave a placeholder for my bank details. Warm but clear. Then write a firmer second version I can send 10 days later.
Turn these notes into a clear email to [recipient]: [your bullet points]. The goal of the email is [goal]. Use short paragraphs, a subject line that says what it's about and a friendly closing. It should sound like a person wrote it, not a corporation.
On [date] I emailed [recipient] about [topic] and haven't heard back. Write a short, relaxed follow-up (max 80 words) that doesn't sound pushy or passive-aggressive. Give them an easy way to say no.
A client asked me to [request]. I want to decline because [your honest reason]. Write a kind email that says no clearly, explains it in one or two sentences and suggests [alternative, e.g. a later date / a smaller version / a colleague]. No over-apologising.
Below are the subject lines and first lines of [number] emails: [paste]. Sort them into: answer today, answer this week, hand over or automate, archive. For each “answer today” email, write one sentence on what the reply needs to say.
Turn rough notes into a clear offer, build packages and deal with “that's more than I expected” without panicking.
Go deeper: Book 2, Win Clients with AI →
I work as a [profession]. Write a clear offer for [client] based on these notes: [scope, hours, materials, deadline]. Structure: the client's goal in two sentences, what's included, what's not included, timeline, price [price], next step. Plain language, no marketing fluff.
I offer [service] to [target group]. Help me create three packages (small, medium, large) that differ in what they solve, not just in quantity. For each: a name, what's included, who it's for and a placeholder for the price. Tell me which package most people should choose and why.
Here is my offer: [paste offer]. List everything a client could reasonably assume is included but isn't. Then write a short, friendly “Not included” section I can add so there are no misunderstandings later.
A potential client said: “[objection, e.g. That's more than I expected]”. My offer: [short description and price]. Write three possible replies: one that explains the value, one that offers a smaller scope and one that politely keeps the price. Each under 100 words, always respectful.
Read this offer as if you were [type of client, e.g. the busy owner of a small bakery]: [paste offer]. What is unclear? What would make you hesitate? What would you want to ask before saying yes? Then suggest concrete changes.
On [date] I sent a quote for [project] to [client]. Write a short follow-up email that asks whether they have questions, offers a 15-minute call and mentions [one detail from the project] so it doesn't read like a template.
Who to talk to, what to say first and what to ask in the first call. Before you write to strangers, check the rules where you live: in many EU countries unsolicited emails are restricted, even to businesses.
Go deeper: Book 2, Win Clients with AI →
I offer [service] in [region, or online]. Suggest 10 specific types of businesses or people who are likely to need this and can afford it. For each: why they might need it, where I can find them and one question that tells me whether they really have the problem.
Here is public information about [business]: [paste text from their website, about page or recent posts]. Summarise what they do and who their customers are, and name 3 problems where my service [service] might help. Clearly mark what is a guess.
Write a short first message to [name] at [business] via [email / LinkedIn]. I noticed [something specific]. I help [target group] with [result]. Max 90 words, no flattery, no “I hope this finds you well”, and one simple question at the end.
I have a 20-minute call with a potential client, a [type of business], about [topic]. Give me 8 open questions that help me understand their real problem, their budget and who makes the decision. Start with easy questions and get more direct towards the end.
Write a short, natural message to a client I recently finished [project] for. Thank them, mention [a specific result or detail] and ask whether they know one or two people who might need something similar. No pressure, easy to ignore.
My business idea: [idea]. Target group: [who]. Make a simple 7-day plan to find out whether people actually want this, through conversations instead of building anything. For each day: one task that takes less than an hour and what I should learn from it.
Posts that sound like you, ideas for a whole month and short video scripts. AI gives you the first draft, your own examples make it worth reading.
Go deeper: Book 2, Win Clients with AI →
My business: [what you do and for whom]. Turn this one idea into 5 posts for [platform]: [idea or experience]. Use different angles: a tip, a mistake to avoid, a moment from my work, a question to my audience, a look behind the scenes. Short sentences, written the way I talk. Leave [brackets] wherever I need to add a real detail.
Here are three posts I wrote myself: [paste]. Describe my style in 5 bullet points. Then rewrite this draft in that style: [draft]. Keep my own words wherever you can.
Write 10 different first lines for a post about [topic] for [target group]. Mix questions, plain statements and surprising facts (mark any fact I need to check). No clickbait and no words like “game changer”.
A client asked me: “[question]”. Write a helpful post for [platform] that answers it in under 150 words without naming the client. End by inviting readers to send me their own question.
Make a content plan for [platform] for the next 4 weeks, [number] posts a week, for a [type of business] that wants to reach [target group]. Mix helpful tips, behind the scenes, client questions and offers (no more than one in five). As a table with date, topic, format and a one-line idea.
Write a 45-second script for a short video (Reels, TikTok or Shorts) about [topic]. Structure: a first sentence that makes people stay, three short points, a simple closing line. Add notes on what to show on screen. Spoken language, not written language.
Blog outlines, website texts, newsletters and FAQs. Good for the texts you know you should write and keep putting off.
Go deeper: Book 1, AI-Ready →
I want to write a blog post about [topic] for [target group]. List the 8 questions people most likely type into Google about it. Then build an outline with H2 headings that answers them in a sensible order.
Edit this text so a busy person understands it on the first read: [text]. Shorter sentences, active voice, no jargon. Don't add any new claims. Then show me the 3 biggest changes and why you made them.
Help me write an About page. Facts about me: [background, why I started, what I do, for whom, how I work]. First person, warm and specific, max 250 words. Use only the facts I gave you and mark the spots where a real example from me would make it stronger.
Turn these notes from my week into a short newsletter for my clients: [notes]. One main topic, one practical tip and one small update about my business. A friendly subject line. Under 300 words.
I offer [service]. Write the 8 questions potential clients most often have before they buy (price, process, timing, what happens if it doesn't work, and so on) with short, honest answers. Leave [placeholders] wherever you need my real information.
Here is a text I wrote: [paste]. Turn it into 1 LinkedIn post, 1 short newsletter section, 3 posts for X and 1 Instagram caption. Keep the core message and adjust length and tone for each channel.
Calm answers to upset customers, saved replies for the questions you hear every week, and a welcome email new clients actually read.
Go deeper: Book 6, AI Agents for Small Business →
A customer wrote: [paste message]. They are upset about [issue]. Write a reply that acknowledges the problem without making excuses, explains what I'll do ([your solution]) and gives a clear timeframe. Calm and human, no corporate phrases.
These are the questions I get again and again: [list]. Write a short, friendly template answer for each one, with [placeholders] for the details that change. I'll save them as text snippets.
Here are [number] complaints or bad reviews: [paste]. Group them by their underlying cause. For each cause, suggest one practical change to how I work and one sentence I could use when replying publicly.
Write a reply to this [positive / negative] review on [platform]: [review]. Thank them sincerely, refer to one specific detail they mentioned and keep it under 70 words. If it's negative, invite them to contact me at [contact] instead of arguing in public.
Write simple step-by-step instructions for my customers on how to [task, e.g. book an appointment / prepare for our first session]. Numbered steps, one action per step, and a short “If something goes wrong” section at the end.
Write a welcome email for new clients of my [service]. Include what happens next, what I need from them ([list]), how and when they can reach me and what they can expect in the first [time period]. Warm and well organised.
Plan your week, turn meeting notes into to-dos and get your receipts in order before the accountant asks.
Go deeper: Book 3, The AI Back Office →
Here is everything on my plate this week: [tasks, deadlines, appointments]. I have about [number] working hours. Make a realistic plan by day, put the most important work in the mornings, keep 20% as a buffer and tell me what I should drop or move.
Here are my rough notes (or a transcript) from a meeting with [who]: [paste]. Give me a 5-line summary, a list of decisions and a to-do list with who does what by when. Mark anything that is unclear.
I want to write down how I do [recurring task] so I can repeat it or hand it over. This is roughly how I do it now: [describe]. Turn it into a clear checklist with the steps, the tools I use and the mistakes that happen most often.
Here is a list of my expenses this month: [paste list with date, vendor, amount]. Sort them into categories ([your categories, or suggest some]), flag anything that looks unusual or duplicated and show the total per category as a table. I'll check everything with my accountant.
This is roughly how I spent my last working week: [activities and hours]. Which tasks could I shorten with templates, AI drafts or simple automations? Sort them by how much time it could save and how easy it is to start.
I have a meeting with my accountant about [topic]. Help me prepare: the questions I should ask, the documents I should bring and the terms I should understand beforehand, explained simply. Don't give me tax advice, just help me get ready.
Prompts that help you plan and fix workflows in Make, Zapier or n8n, even if you have never built one.
Go deeper: Book 4, Automation Without Code → · Want to set this up for other businesses? Book 5 →
These are my recurring tasks: [list, with how often and how long each takes]. Which are good candidates for automation with tools like Make, Zapier or n8n, and which should stay manual? Explain briefly and rank them by effort compared to time saved.
I want this to happen automatically: when [trigger, e.g. someone fills in my contact form], then [actions, e.g. save it to a spreadsheet, send a confirmation, remind me the next day]. I use [tools]. Explain the workflow step by step as trigger and actions for a beginner in [Make / Zapier / n8n], and tell me where things often go wrong.
In this workflow AI writes [what, e.g. reply drafts] automatically: [describe the workflow]. Where should a person check the result before it goes out? Suggest checkpoints and what to look for at each one.
Inside my automation, an AI step should [task, e.g. sort incoming emails into “request”, “invoice” and “other”]. Write the instructions for this step: clear rules, two or three examples and what to do when it isn't sure. The output should only be [format, e.g. one word].
My automation in [tool] has stopped working. What it should do: [description]. The error message: [paste]. Explain in plain language what the error most likely means and what I should check, in order.
I'm planning these automations: [list, with how often each one runs per month]. Help me estimate how many operations or tasks that adds up to per month and which plan of [tool] I would probably need. Tell me which numbers I should double-check on the tool's own pricing page.
No prompts match. Try a different word or .
Yes. You can copy and use all of them for your own business, as often as you like. No account and no email needed.
No. They work just as well in Claude, Gemini, Microsoft Copilot or any other AI chat tool. The free versions are enough for most of them.
That's where your own details go, for example the client's email, your service or your deadline. The more specific you are, the better the answer gets. A prompt without your details gives you a generic text.
Be careful. Leave out names, addresses and anything sensitive, or replace them with placeholders. Check the privacy settings of your AI tool, and in a business setting check whether you need a data processing agreement. Book 1 has a chapter on data protection and quality control.
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Tick your weekly tasks and get a careful estimate in hours per week and month, with all assumptions explained.
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Ten copy-and-paste prompts for the small jobs that eat your week: sorting email, answering inquiries, quotes, follow-ups, meeting notes and friendly payment reminders. A weekly time log shows you what AI really saves you. 12 pages, English and German. It's free. Payhip only asks for your email address so it can send you the download.
