AI prompt library for Jamaican businesses

You are a customer service representative for [business name], a [type of business] in [town, parish], Jamaica. A customer has complained that [describe the problem, e.g. their delivery to May Pen arrived three days late and one item was damaged]. Write a reply that apologizes sincerely without making excuses, explains what we will do next ([e.g. replace the item and waive the delivery fee]), and gives a clear timeline. Keep it under 150 words, warm and professional, in plain English.

Tip: Describe the complaint in your own words rather than pasting the customer's email or WhatsApp message, so their name and contact details never leave your business.

Write 10 frequently asked questions and answers for the website of [business name], a [type of business] serving customers in [parishes or areas]. Cover opening hours ([hours]), delivery areas and charges ([details]), payment methods we accept ([e.g. cash, debit and credit cards, bank transfer]), returns and refunds ([policy]), and how to contact us ([channels]). Keep each answer to two or three sentences. Do not invent any policy that I have not given you; mark anything you need me to confirm with [CHECK].

Tip: Check every answer against your real policies before publishing. AI tools will fill gaps with confident guesses if you let them.

Create 12 short quick-reply messages for [business name] to use on WhatsApp Business and Instagram. Include: greeting a new enquiry, sharing opening hours, confirming an order, asking for delivery details, explaining a delay, sharing payment options, thanking a customer after purchase, and politely closing a conversation. Each message should be under 40 words, friendly and professional, and use [placeholders] for details that change.

Tip: Add a quick reply that tells customers your business will never ask them for verification codes, passwords or card PINs. It helps protect them from scammers who impersonate businesses.

Write a short notice for [business name] to post on our social media, website and in-store, telling customers that [service, e.g. card payments, deliveries to St. Thomas] will be unavailable from [date and time] to [date and time] because of [reason, e.g. a power outage, system maintenance, weather]. Apologize, explain what customers can do instead ([alternatives]), and say how we will update them. Give a 50-word version and a 120-word version.

Rewrite the following [returns policy / warranty terms / service agreement section] in plain English for customers in Jamaica. Use short sentences, keep every condition, and do not change the meaning. Then list anything that seems unclear or contradictory so I can check it with management. Text: [paste the policy text, with no customer details].

Tip: Have the person who owns the policy approve the rewritten version. Plain language must not change what you have committed to.

Write a short script for a front-line staff member at [business name] who is dealing with an upset customer about [issue]. Include: how to acknowledge their frustration, three questions to understand the problem, what the staff member can offer on the spot ([limits, e.g. a refund up to J$5,000]), and the exact words to use when handing the matter to a supervisor. Keep it natural, not robotic.

Create 7 social media posts for [business name], a [type of business] in [town, parish]. Our customers are [describe them, e.g. small contractors and homeowners in St. Catherine and Kingston]. This week we want to promote [product, service or offer, with the price in JMD]. Mix the posts: two that educate, two that show the product in use, one customer question, one behind-the-scenes, and one direct offer. Suggest an image idea for each and keep captions under 80 words, with no more than three hashtags.

Tip: Use only facts you can stand behind. Do not let the AI invent testimonials, awards or claims such as "best in Jamaica".

Write a product description for [product or service] sold by [business name]. Key facts: [features, sizes, price in JMD, warranty, delivery areas]. The main customer is [who buys it and why]. Write a 25-word version for a social post and a 120-word version for our website. Use clear, specific language and no exaggerated claims.

Write a polite follow-up email to a prospective customer who received a quote from [business name] for [product or service] [number] days ago and has not replied. Remind them of the main benefit to them, offer to answer questions or adjust the scope, and suggest a next step ([e.g. a site visit next week]). Keep it under 120 words and not pushy. Use [Customer name] as a placeholder.

Tip: Write the prompt with placeholders and add the customer's name and quote details yourself after the AI has drafted the email.

Plan a promotion for [business name] for [occasion, e.g. back-to-school, Independence Day, Christmas, Easter] in [parish or town]. Our budget is about J$[amount] and our goal is [goal, e.g. 50 new customers, clearing old stock]. Suggest three promotion ideas, the message for each, which channels to use ([e.g. WhatsApp status, Instagram, flyers, radio]), and a simple timeline. Keep the ideas practical for a small team.

Act as a market researcher. I run [business type] in [area of Jamaica]. Help me think through the needs of [customer segment, e.g. small hotels on the north coast, farmers in St. Elizabeth, parents of primary school children]. List their likely needs, concerns and buying triggers, the questions they would ask before buying from us, and five questions I should ask real customers to check these assumptions.

Tip: Treat the result as a set of guesses to test with real customers, not as research findings.

Write a sequence of three short emails for [business name] to send to businesses that have shown interest in [product or service]. Email 1: introduce the problem we solve and how. Email 2: answer the most common objection, which is [objection, e.g. cost, disruption, time]. Email 3: a clear, low-pressure invitation to [next step]. Each email under 150 words, with a subject line. Use placeholders for names.

Write a standard operating procedure (SOP) for [task, e.g. opening the store each morning, receiving stock from suppliers, cashing up at the end of the day] at [business name]. Here are the steps as we do them now: [list the steps roughly]. Turn this into a clear SOP with a purpose, who is responsible, numbered steps, what to do if something goes wrong, and a short checklist at the end. Use simple language a new staff member can follow.

Turn these rough meeting notes into tidy minutes. Include the date, attendees by role, decisions made, action items with the owner and due date, and open questions. Do not add anything that is not in the notes. Notes: [paste notes, using roles instead of names where possible].

Tip: Remove names, salaries, customer details and anything sensitive before pasting notes, unless your business has approved the tool for that kind of information.

We need to make [number] deliveries or service calls on [day], starting from [base location, e.g. Spanish Town]. The stops are in [list towns or communities, without customer names]. Suggest a sensible order to visit them, grouping by area, and point out anything that could cause delays, such as long distances, rush hour on main roads or rural roads. We have [number] vehicles and drivers.

Tip: Check the plan against a live map and what your drivers know about local roads. AI tools do not know today's traffic, road works or weather.

Create a comparison table for choosing a supplier of [product or service]. The criteria that matter to us are [e.g. price in JMD, delivery time to our parish, payment terms, after-sales support, warranty]. Add any other criteria a [type of business] in Jamaica should consider, and a simple scoring method. Leave the supplier columns blank for me to fill in.

Create a hurricane season preparation checklist for [business name], a [type of business] with [number] staff at [number] locations in [parishes]. Cover: staff contact lists and communication, protecting the building and stock, power backup, data backups and IT equipment, important documents, insurance, suppliers, and how we reopen after a storm. Organize it by: before the season (by 1 June), when a storm is forecast, during, and after.

Tip: Use ODPEM's official guidance and your insurer's requirements to check the list. AI output is a starting draft, not an emergency plan.

Write a professional [letter or email] from [your role] at [business name] to [recipient type, e.g. our landlord, a government agency, a supplier] about [topic]. The key points are: [points]. The tone should be [polite and firm / friendly / formal]. Keep it under [number] words.

Write a job advertisement for a [job title] at [business name], a [type of business] in [town, parish]. Main duties: [list]. Requirements: [qualifications, experience, skills]. Working hours: [hours]. Salary: [range in JMD, or "competitive"]. How to apply: [method and deadline]. Use inclusive, plain language, avoid requirements that are not needed for the job, and keep it under 300 words.

Tip: Check the ad for wording that could discourage qualified people, such as unnecessary age, gender or appearance requirements.

Create 10 structured interview questions for a [job title] role. Focus on [key skills, e.g. customer handling, cash management, teamwork]. For each question, describe what a strong answer would include, so every interviewer scores candidates the same way. Include two questions about handling a difficult situation.

Tip: Use AI to prepare the questions, not to assess candidates. Keep CVs and interview notes out of public AI tools.

Create a first-two-weeks onboarding plan for a new [job title] at [business name]. Include: what to prepare before day one ([e.g. uniform, system accounts, ID badge]), a day-one schedule, who they should meet, training topics, key policies to read and sign (including our IT, data protection and AI usage policies), and a check-in at the end of week two. Present it as a checklist.

Write a short staff announcement from [role] about [change, e.g. new opening hours, a new uniform policy, a move to a new payroll date, the Christmas schedule]. Explain what is changing, when, why, and who to ask. Keep the tone respectful and clear, under 200 words, suitable for email, a notice board and a WhatsApp group.

Draft an outline for a [policy, e.g. attendance and punctuality, remote work, use of company phones] policy for a [type of business] in Jamaica with about [number] staff. Include a purpose, scope, the main rules, responsibilities, how breaches are handled and a review date. Mark anything that may have legal implications with [CHECK WITH HR OR ATTORNEY].

Tip: AI tools do not reliably know Jamaican employment law. Have HR or an attorney review any policy that affects employment terms before you adopt it.

Help me write constructive performance feedback for a team member in a [job title] role. Strengths I have observed: [examples, without names]. Areas to improve: [examples]. Write it in a balanced, specific and respectful way, with two or three clear goals for the next [period] and how we will support them.

Tip: Describe the situation without the person's name or identifying details, then add those yourself in your own document.

Write three payment reminder emails for [business name] to send to a business customer with an overdue invoice: a friendly reminder at [7] days overdue, a firmer one at [30] days, and a final notice at [60] days that mentions [next step, e.g. pausing further credit]. Use placeholders for the customer name, invoice number and amount in JMD. Keep each under 120 words and professional.

Tip: Include a line telling customers that your bank details will not change by email, and that they should call you on a known number if they ever receive such a request.

I use [Excel / Google Sheets]. My sheet has [describe the columns, e.g. column A date, column B supplier, column C category, column D amount in JMD]. Write a formula to [what you need, e.g. total spending by category for each month, flag invoices more than 30 days old]. Explain how it works and how to copy it down the column.

Tip: Describe the layout and use made-up sample rows. Test the formula on a copy of your file before relying on it.

Explain in plain English what a [cash flow statement / profit and loss statement / balance sheet / aged receivables report] shows, what each main section means, and which three or four lines a small business owner in Jamaica should look at first each month. Use a simple example with made-up figures in JMD.

Tip: Use this to understand your reports, then discuss your actual numbers with your accountant.

I run a [type of business] in Jamaica with about [number] staff and I am meeting my accountant about [topic, e.g. year-end, cash flow, buying a vehicle, hiring more staff]. Give me a list of 10 clear questions to ask so I get the most out of the meeting, and the documents I should bring.

Design a simple 12-month cash flow forecast template for a small business. List the rows I should include for money coming in and money going out, typical for a [type of business] in Jamaica (for example rent, utilities, payroll, statutory deductions, loan payments, stock purchases). Show how to calculate the opening and closing balance each month. Do not fill in figures.

Tip: Fill in the numbers yourself in your own spreadsheet. Ask your accountant to check the structure, especially tax and statutory payments.

Draft a one-page expense and petty cash policy for a [type of business] with [number] staff. Cover what can be claimed, approval limits ([e.g. up to J$10,000 by a supervisor, above that by a director]), receipts required, how petty cash is counted and topped up, and how claims are paid. Use plain language.

Write a short security tip for staff at [business name] about [topic, e.g. spotting fake invoices, WhatsApp account takeovers, fake delivery notices, strong passphrases, locking your screen]. Explain the risk in one or two sentences, give a realistic example of what the scam or mistake looks like, and list three things staff should do. Keep it under 150 words, friendly and practical, for email or a WhatsApp group.

Explain this type of security alert in plain English for a business owner with no IT background: [describe the alert in general terms, e.g. "multiple failed sign-in attempts from another country", "a vulnerability in our firewall model"]. What does it mean, how worried should we be, and what questions should we ask our IT provider?

Tip: Describe the alert in general terms. Do not paste the alert itself, IP addresses, user names or system details.

Create a one-page checklist for staff at a [type of business] to follow in the first hour if they suspect [incident, e.g. ransomware, a hacked email account, a lost laptop, a fake payment request]. Include who to tell, what to disconnect or leave alone, what not to delete, and what to write down. Keep it simple enough to print and pin up.

Tip: Remember that a breach affecting personal data must be reported to the Information Commissioner within 72 hours. Build that into your plan and have it reviewed by your IT or security provider.

We are considering [type of system, e.g. a cloud accounting system, a CCTV system, a point-of-sale system] from a vendor. List 12 questions to ask about security, backups, where our data is stored (including whether it leaves Jamaica), support, and what happens to our data if we cancel. Explain briefly why each question matters.

Write plain-language guidance for staff on creating strong passphrases, using a password manager, turning on multi-factor sign-in, and what to do if they think a password has been stolen. Keep it to one page, with a short do and don't list at the end.

Help me build a simple plan for replacing old computers and network equipment at a [type of business] with [number] computers. List what information to collect for each device (without serial numbers or passwords), how to decide what to replace first (for example devices that no longer get security updates), and how to spread the cost over [number] years.

I am the [role] of a [type of business] in [parish] with about [number] staff. I am deciding whether to [decision, e.g. open a second location in Montego Bay, buy a delivery van, move our records to a cloud system]. Help me think it through: list the main options, the benefits and risks of each, the costs I should estimate, the questions I need answered before deciding, and what would make me change my mind.

Tip: Use the answer to sharpen your own thinking and questions. Check facts, costs and regulations with people who know them.

Summarize the following document for a busy business owner. Give a five-line summary, then the key points, any deadlines or obligations, and three questions I should ask. Document: [paste text that is public or approved for this tool].

Tip: Good for public reports, regulations and industry articles. For contracts and confidential documents, use only a tool your business has approved for confidential information.

Help me prepare a SWOT analysis for [business name], a [type of business] in [town, parish]. Here is what I know: our strengths are [list], our challenges are [list], and our main competitors are [describe, without confidential details]. Organize this into strengths, weaknesses, opportunities and threats, add points I may have missed for a business like ours in Jamaica (for example power reliability, hurricane season, exchange rates, customer payment habits), and suggest three priorities.

Draft a one-page monthly update for [the board / the owners / our partners] using these points: [highlights, problems, figures you are comfortable sharing, decisions needed]. Structure it as: summary, what went well, issues and risks, decisions needed, and next month's priorities. Keep it factual and under 400 words.

Plan a [length, e.g. 90-minute] [team meeting / planning workshop] for [number] staff at [business name] on [topic, e.g. improving customer service, preparing for peak season, introducing AI tools]. Include the purpose, an agenda with timings, an activity that gets everyone contributing, and how we will capture actions and follow up.

Draft an outline for a business continuity plan for a [type of business] in Jamaica with [number] locations. Cover these scenarios: extended power outage, hurricane damage, loss of internet, a cyberattack, and key staff being unavailable. For each, list the first actions, who is responsible, and what we need to have ready in advance. Mark points I should confirm with our insurer or IT provider.