How to write good AI prompts for work (with examples)
By Rafael · Updated · 2 min read
The short answer
Good prompts tell the AI who it's helping, what you want, the context it can't know, an example of good output, and the format you need. Then refine with short follow-ups like "shorter" or "warmer."
The formula
- Role and goal"You're helping our nonprofit write a thank-you note to a monthly donor."
- ContextThe details only you know: the gift, the program, your tone.
- Example"Here's a note we liked: …"
- Format"Under 120 words, warm, no clichés."
Copy-and-paste examples
- Summarize: "Summarize this email thread in 5 bullet points, then list decisions made and open questions."
- Reply: "Draft a friendly reply to this customer. Our policy is [policy]. Offer [option]. Under 100 words."
- Plan: "Turn these notes into a project plan with tasks, owners and dates as a table."
- Rewrite: "Rewrite this for a general audience at an 8th-grade reading level. Keep every fact."
- Prepare: "I need to tell a volunteer we can't use them this season. Help me say it kindly and clearly."
Fixing a bad answer
- Too generic? Add context and an example.
- Wrong tone? Say who's reading and how you want them to feel.
- Made something up? Give it the source material and say "use only this information."
Common questions
- Do I need special prompt techniques?
- Not usually. Clear instructions, context and an example matter far more than tricks.
- Should my team share prompts?
- Yes. A shared prompt library for your common tasks saves time and keeps tone consistent.