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AI Use Cases for Small Businessby Brendan Byrne
Customer service · Use case 26 of 40

Write template replies for common questions

A practical way to use AI for this job in a small business, with a prompt you can copy.

The job
Write template replies for common questions
Tool(s)
ChatGPT or Claude, plus Gmail templates or Outlook Quick Parts
Time saved
20-40 minutes a day (estimate). My rough estimate, not a measured result.

The prompt

Write short, friendly email templates for these common customer questions: [list]. Each under 100 words, with [square brackets] where I need to personalise.

Replace everything in [square brackets] with your own details. Don't paste in anything you wouldn't want stored by the AI provider.

Steps

  1. List your top 5-10 questions.
  2. Run the prompt.
  3. Save them as templates in your email.
  4. Always personalise the brackets.

My verdict

Classic time-saver. Templates plus a personal line beats fully automated.

More customer service use cases

Next: Handle an upset customer · All customer service · Want a bot to do this automatically? See bot setup guides.