23 Scalable Prompt Templates for Business

Most business teams waste enormous amounts of time writing similar prompts repeatedly.

Marketing rewrites sales templates. Sales rewrites customer support templates.

By implementing reusable prompt templates, teams save 10+ hours per week immediately.

Here are 23 templates that scale across your organization.

Marketing Department

1. Blog Post Outline "Create an outline for a blog post about [topic]. Target audience: [who]. Goal: [SEO/lead gen/thought leadership]. Include: intro hook, 5 main sections, conclusion with CTA."

2. Email Campaign "Write an email sequence for [goal]. Stage 1: Awareness. Stage 2: Consideration. Stage 3: Decision. Each email under 150 words. Tone: [style]."

3. Social Media Calendar "Generate 30 days of LinkedIn posts for [industry]. Mix: insights, tips, updates, engagement. Format: 1 post per day with hashtags."

4. Ad Copy Variations "Write 5 variations of ad copy for [product]. Each under 30 characters for headline. Focus on different pain points: [list]."

Sales Department

5. Cold Email Template "Write a cold email to [buyer persona]. Reference: [specific detail]. Value prop: [benefit]. CTA: [desired action]. Keep under 100 words."

6. Discovery Call Script "Create a discovery call script for [product]. Include: intro, qualifying questions, needs identification, pitch, close."

7. Proposal Outline "Outline a proposal for [deal]. Include: executive summary, problem statement, solution, ROI, implementation timeline, pricing."

8. Objection Handler "Write a response to the objection '[specific objection]' from [buyer type]. Acknowledge, address, reframe, close."

Customer Support

9. FAQ Generator "Create 10 FAQs for [topic/product]. Format: Question, concise answer, link to detailed resource. Cover: setup, troubleshooting, pricing, features."

10. Support Response Template "Write a template for [support scenario]. Should: acknowledge issue, provide solution, offer follow-up. Tone: empathetic and professional."

11. Knowledge Base Article "Write a knowledge base article for [common issue]. Include: problem description, step-by-step solution, screenshots description, troubleshooting section."

Product Team

12. Feature Spec "Write a product specification for [feature]. Include: problem, solution, user stories, acceptance criteria, success metrics."

13. Product Update Announcement "Write a product update announcement for [new feature/fix]. Highlight: what changed, why it matters, how to use it, next steps."

14. User Research Questions "Generate 10 interview questions for [user research]. Goals: [what you want to learn]. Should be open-ended, not leading."

HR / People Operations

15. Job Description "Write a job description for [role]. Include: responsibilities, requirements, nice-to-haves, compensation range, benefits."

16. Feedback Template "Create a 360 feedback template for [role type]. Assess: performance, collaboration, growth, areas for development."

17. Onboarding Checklist "Generate an onboarding checklist for [new role]. Include: day 1, week 1, month 1, month 3 milestones and tasks."

Operations

18. Process Documentation "Document the [specific process] in 5 steps. Each step includes: action, tools used, responsible party, expected outcome."

19. Project Retrospective "Create a retrospective template for [project type]. Sections: what went well, what could improve, action items for next time."

20. Meeting Agenda "Create an agenda for a [meeting type]. Include: goal, topics with time allocation, pre-reading if needed, outcomes."

Cross-Functional

21. Competitive Analysis "Compare us to [competitor]. Analyze: pricing, features, positioning, marketing, strengths, weaknesses, opportunities."

22. Metrics Report "Create a metrics report for [department]. Include: KPIs, trends, variances, insights, recommendations."

23. Strategic Plan Summary "Write a strategic plan summary for [initiative]. Cover: goal, current state, desired state, key actions, timeline, success metrics."

Why These 23 Templates Matter

Before diving into implementation, let's address why templates matter for your business:

The Problem Without Templates:

• Each team member writes similar prompts from scratch daily
• Quality varies wildly depending on who's writing
• Nobody knows what works—no documentation of proven approaches
• Teams reinvent wheels constantly
• Onboarding takes weeks because new hires don't have standards

The Solution With Templates:

• Team writes faster (copy, fill variables, execute)
• Consistent quality (everyone uses proven templates)
• New hires productive on day one (templates are the knowledge repository)
• Institutional knowledge doesn't walk out the door
• Easy to iterate—improve one template, benefit the entire organization

Real-World Impact: A 10-person team using templates sees:

• 6-10 hours saved per person per week
• 50-70% reduction in revision cycles
• Consistent output quality (80%+ first-draft quality vs. 40% without)
• New hires productive 50% faster

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Template Customization Guide

Each template above is a starting point, not gospel. Here's how to adapt templates for YOUR business:

What to Keep

Keep the structure. If a template has sections like "Problem, Solution, ROI," that structure helps AI think clearly. Don't remove it.

Keep the core variables. Variables like [AUDIENCE], [GOAL], [TONE] are universal. They're in every template for a reason.

Keep the output requirements. Length, format, specifics—these improve quality. Keep them.

What to Change

Change example values. If a template says "Tone: Professional," but your brand is "Casual and humorous," change it.

Add company-specific context. "Our audience is bootstrapped B2B SaaS founders with engineering backgrounds" makes templates way better than generic "B2B audience."

Specialize for your products/services. A template for "Write an email campaign" becomes "Write an email campaign for [your specific product category]" with product-specific context built in.

Add quality standards. Your support team might need "Response time: within 2 hours, reading level: 8th grade" while another team doesn't.

Testing Template Variations

Before rolling out a template company-wide, test it:

Week 1: Use the template 5-10 times. Grade results on a scale 1-10.

Results below 7? Debug the template.

• Is the variable specification unclear?
• Does it need more context about your business?
• Does the output format need tweaking?

Results 7-8? Good template. Roll it out and gather feedback.

Results 9-10? Excellent template. Document why it works this well and share best practices.

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Implementation Roadmap

Rolling out templates across your organization should be methodical, not chaotic. Here's the proven 4-week approach:

Week 1: Audit and Baseline

Day 1-2: Interview team leads in each department

• "What prompts do you write most often?"
• "What frustrates you about current prompting?"
• "What would save you the most time?"

Day 3-4: Collect actual prompts people are using

• Ask for examples of prompts that work well
• Ask for examples that consistently need revision
• Note patterns

Day 5: Establish baseline metrics

• How long does prompt writing currently take?
• What's the revision cycle (how many iterations per result)?
• What's the quality variance (good vs. bad results)?

Deliverable: Audit report showing top 10 recurring prompts by department

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Week 2: Create Template Library

Day 1-3: Develop templates for top 10 prompts

For each template:

1. Start with the best version you found in Week 1
2. Generalize the specific variables to placeholders
3. Add explicit quality expectations
4. Document assumptions about how this will be used

Day 4-5: Document each template

Template documentation includes:

• Use case: When you'd use this template
• Variables needed: What you must fill in (highlighted in brackets)
• Optional additions: What you might customize
• Quality expectations: What good output looks like
• Common pitfalls: Mistakes people make with this template
• Example output: A real example of great output from this template

Deliverable: Template library document with 10+ templates, fully documented

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Week 3: Train Team and Gather Feedback

Day 1-2: 30-minute training sessions per department

For each team:

• Show the templates relevant to their role
• Demonstrate filling in variables correctly
• Show 2-3 example uses
• Let them test a template live, together
• Answer questions

Day 3-4: Soft launch—team uses templates on real work

• Volunteers from each department use templates on actual tasks
• Gather informal feedback
• Note what works, what needs adjustment

Day 5: Refine templates based on feedback

• "The marketing template needs [this change]"
• "Sales templates are missing [variable]"
• Update templates accordingly

Deliverable: Refined templates, team trained, early feedback addressed

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Week 4: Formalize and Measure

Day 1-2: Create official template repository

Where templates live:

• Boost Prompt (if your company uses it)
• Notion database (easy for everyone to access)
• Shared Google Doc (if that's your workflow)
• Git repo (if your company is technical)

Key: Everyone can access. Everyone can see what exists. Nobody invents wheels because the wheel is already in the repo.

Day 3-4: Measure impact

Before-and-after metrics:

• Hours saved per person per week
• Number of revision cycles (should drop)
• Quality scores on outputs (should increase)
• Team satisfaction with new system

Day 5: Celebrate and plan improvements

• Share metrics with team
• Identify templates that need iteration
• Plan what new templates to add next month

Deliverable: Measurement dashboard showing impact, communication to team about results

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Success Metrics: How to Know Templates Are Working

Templates succeed when:

Metric 1: Time Saved

Before templates: 30 minutes to write a good prompt (writing + refining)

After templates: 5 minutes to fill in a template

That's 25 minutes saved per prompt. If your team writes 10 prompts/week, that's 4+ hours per week = 200+ hours/year per person.

Measure it: Track time spent writing prompts before and after. Survey team: "How long does a typical prompt take you now?"

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Metric 2: Quality Consistency

Before templates: First attempt quality ranges 30-70%

After templates: First attempt quality ranges 75-85%

This means less iteration, faster results, fewer revision cycles.

Measure it: Have someone grade outputs on a 1-10 scale. Compare before/after.

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Metric 3: Revision Cycles

Before templates: Average 2-3 iterations to get acceptable output

After templates: Average 0-1 iterations (usually acceptable on first try)

This is massive. It cuts your AI iteration budget by 50%+.

Measure it: Track how many times people need to refine outputs. Should drop significantly.

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Metric 4: New Hire Onboarding Speed

Before templates: New hires take 2-3 weeks to write good prompts

After templates: New hires can write good prompts on day 1 (they just follow templates)

This is your hidden superpower of templates—it's a knowledge transfer mechanism.

Measure it: How long until new hires are independent? Track productivity ramp-up.

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Metric 5: Template Reuse Rate

Goal: Each template used 10+ times per month

Measure it: If you're using Boost Prompt or a tracked system, watch usage. If templates aren't used, they're not valuable. If they are, that's proof they're working.

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Real-World Case Study: SaaS Company Implementation

The Company: Mid-stage B2B SaaS (30 people)

The Problem:

• Each department wrote their own prompts
• Quality varied wildly
• Onboarding took 4 weeks before new hires could write good prompts
• Marketing and sales were writing nearly identical emails (wasted effort)
• No documentation of what actually works

The Implementation:

• Week 1: Audited existing prompts, found 15 recurring patterns
• Week 2: Created 15 templates covering Marketing (5), Sales (4), Support (3), Product (3)
• Week 3: Trained team, tested templates on real work
• Week 4: Launched templates in Notion database (their existing tool)

The Results (30 Days Later):

• Time saved: ~4 hours per person per week (128 hours/month across 30 people)
• Quality improvement: Average output score increased from 4.2/10 to 7.8/10
• Revision cycles: Dropped from average 2.4 iterations to 0.8
• New hire productivity: New marketing hire was independent in 3 days (vs. 2 weeks previously)
• Team satisfaction: 92% said templates made their job easier

The ROI:

• 128 hours/month saved = ~$20,000/month in recovered productivity (at $150/hour average)
• $240,000 per year from a 4-week implementation

The Lesson: Templates work because they're organizational knowledge crystallized into reusable patterns. They solve the "I don't know what good looks like" problem. They make your team faster, more consistent, and better at onboarding.

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Common Customization Examples

Here's how real teams adapted the generic templates:

Example 1: Marketing Team (B2B SaaS)

Generic template: "Write a blog post outline"

Their customization:

Write a blog post outline about [topic] for software engineers who manage infrastructure.
Target: 2000 words. Goal: Rank #1 for [keyword].
Include: Problem section (showing their current pain), 3 solution sections with code examples,
comparison table vs. competitors, implementation guide, FAQ.
Structure: H1 intro, 5 H2 sections, H3 subsections where needed.
Must rank on Google: natural keyword integration, answering search intent, internal links to [these 3 posts]

Why they changed it:

• "Software engineers" is MORE specific than "target audience"
• "2000 words" is MORE specific than generic length
• Asking for "code examples" and "implementation guide" is what actually differentiates their content
• Asking for "comparison table vs competitors" ensures competitive differentiation
• Asking for "internal links to [specific posts]" ensures content strategy cohesion

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Example 2: Sales Team (Enterprise)

Generic template: "Write a cold email"

Their customization:

Write a cold email to [prospect name], [title], at [company].
Context: They're a [company size] company in [industry]. I'm selling [product] for [specific use case].
They probably use [competitor]. What I know about them: [specific detail showing research].
Goal: Get a 15-minute discovery call.
Format: 75-100 words. Professional but personalized tone.
Structure: Hook showing I know them, 1-2 sentence value prop (specific to their use case),
question they'd want answered, clear CTA ("15 min Thursday or Friday?"), sign-off
Must include: 1 specific reference to their company/role showing research, no generic phrases
Tone: Conversational, peer-to-peer, not salesy

Why they changed it:

• Adding "Context" section ensures personalization
• Specifying "15-min discovery call" (specific CTA vs generic "response")
• Adding "Must include: 1 specific reference" forces research and stops generic templating
• Breaking down structure helps salespeople understand what goes where
• 75-100 word range is their sweet spot (empirically tested)

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Example 3: Support Team (SaaS)

Generic template: "Write a support response"

Their customization:

Customer support response for [issue].
Customer's situation: [context]. Their frustration level: [high/medium/low]
Timeline: Response needed by [deadline].
Goal: Solve issue + reduce frustration + make them feel heard
Format: 3 paragraphs max. Sentence 1: Empathy/acknowledgment. Sentence 2-4: Solution steps (numbered if 3+ steps).
Paragraph 3: Next steps and reassurance.
Tone: Warm, human, not robotic. Show personality while staying professional.
Reading level: 8th grade (they're stressed, not reading carefully)
Must include: Specific reference to their problem (not generic), link to help doc or video if available
No corporate jargon: use plain English, avoid "leverage," "synergize," etc.

Why they changed it:

• Adding "Frustration level" helps AI match emotional tone
• "3 paragraphs max" and "Reading level: 8th grade" matter for stressed customers
• "Show personality while staying professional" sets tone expectations
• "No corporate jargon" prevents AI-generated responses that sound robotic
• Specifying "link to help doc" adds value to support response

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Implementation Checklist

Before rolling out templates:

• Audit complete: You know your top 10-15 recurring prompts
• Templates drafted: Each template has clear variables and structure
• Templates tested: You've used each template 5+ times, graded quality
• Team trained: Each department knows how to use their templates
• Repository ready: Templates live somewhere everyone can access
• Baseline metrics collected: You know before-metrics (time, quality, revisions)
• Feedback mechanism created: Team can suggest improvements
• Improvements tracked: You have a way to update templates based on usage

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Organize your team's prompt templates. Centralize, version-control, and share templates across departments.

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Build Your Prompt Foundation

Master the basics with our prompt engineering guide for beginners.

Explore different types and frameworks in our comprehensive guide to types of prompts.

Learn proven methodologies like chain-of-thought prompting and tree-of-thought prompting.

Understand structure principles with our perfect prompt structure guide.

For managing prompts across teams, see our prompt management guide.

Use mega-prompts for long contexts for comprehensive business tasks.

And integrate templates into workflows with our AI productivity guide.