That AI Blog
How to write a prompt that doesn't need five rewrites
Why you keep rewriting
If you've ever typed a prompt, got a rubbish answer, then spent twenty minutes tweaking it, you're not alone. Most of the time the problem is the prompt, not the tool.
A short prompt leaves the AI guessing. A prompt with the right info up front gets you something usable first go, or close to it. You don't need to be techy. You just need to tell it the same things you'd tell a new worker before a job.
The four parts
Here's the simple structure I use with free tools like ChatGPT or Claude. Four bits, in plain words.
1. Who it's for. Tell it who will read or use the thing. A customer, a mate, a new hire, the boss.
2. What you want. Say exactly what you need. An email, a checklist, a social post, a job ad.
3. An example of good. Paste in something you like, or describe the style. This is the part that saves the most rewrites.
4. Limits. Length, tone, things to avoid. "Under 100 words." "No jargon." "Don't promise a start date."
You don't need fancy words. Write it like you'd explain it to someone standing next to you.
Worked example 1: a Google review reply
Say you run a small landscaping business and a customer left a good review. You want a reply that doesn't sound like a robot.
Weak prompt: "Reply to this review."
Better prompt:
"This reply is for a customer who left a 5 star review on my Google page (who it's for). Write a short, friendly reply from me, the owner (what I want). Here's an example of my style: 'Thanks heaps for the kind words, really glad you're happy with the new garden beds. Cheers!' (example of good). Keep it under 40 words, no corporate talk, and don't offer discounts (limits). Here's the review: [paste review]."
You'll get something that sounds like you, and you can tweak a word or two and post it.
Worked example 2: a job ad for a casual worker
Now say you run a small cleaning company and need a casual for weekends.
Weak prompt: "Write a job ad for a cleaner."
Better prompt:
"This ad is for people looking for casual weekend work in my local area (who it's for). Write a job ad for a casual cleaner for my small cleaning business (what I want). Here's an ad I liked, so match the casual, straight-up tone: [paste an ad you like] (example of good). Keep it under 150 words, use plain language, and leave out pay rates and start dates because I'll add those myself (limits)."
Notice the limits do a lot of work. They stop the AI making up details you never gave it.
Check the output before you trust it
AI can make things up and sound sure of itself. Read every word before you post or send anything. Check names, details and anything that's specific to your business. If you left something out on purpose, make sure the AI didn't sneak it back in.
Quick tips
- Use all four parts when it matters. Use two or three for small jobs.
- The example of good is the biggest time saver. Keep a few of your best emails or posts handy to paste in.
- Be specific with limits. "Short" means different things to different people, "under 100 words" doesn't.
- If the first answer is off, don't start again. Tell it what to change: "Make it friendlier" or "Cut it in half."
- Save prompts that work in a note on your phone and reuse them.
- Read it before you trust it. Every time.
Start small
Pick one thing you write regularly, like a quote email, a review reply or a social post. Build a prompt with the four parts once, save it, and reuse it. That's where the time savings come from.