AI Prompts for Virtual Assistants

Draft a professional email reply on behalf of my client.

Original email (paste below):
[paste the email you're replying to]

Who I'm replying as: [client/company name and role, e.g. "Sarah, founder of Acme"]
Relationship to recipient: [existing client / vendor / new lead / colleague]
What I need to communicate: [the key points, decision, or answer]
Desired tone: [warm and friendly / formal / brief and direct]
Facts I can state (list them): [dates, prices, links, names]

Requirements:
- Match the tone above and keep it under [120] words
- Address every question or request in the original email
- Use only the facts I provided. If a detail is needed but missing, insert "[to confirm]" instead of guessing
- Add a clear subject line and a professional sign-off in my client's name
- No filler openings like "I hope this email finds you well"
- Return the reply as ready-to-send text I can paste into the email

Act as my assistant and triage this batch of emails. I'll paste them below.

Emails (one per line as: Sender | Subject | 1-line summary or the message):
[paste here]

My client's priorities right now: [what matters most this week]
My role: [what I can handle vs. what needs the client]

Organize the inbox into these groups:
1. Urgent: needs a reply or decision today (list sender + what's needed + a suggested next step)
2. Can wait: reply within a few days
3. FYI / no action: newsletters, receipts, confirmations
4. Needs the client: items only [client name] can decide

Also:
- Flag anything that looks like a deadline, payment, or meeting request
- Do not invent details that aren't in the emails; if something is unclear, mark it "unclear, confirm with sender"
- Keep the whole summary scannable with short lines

Proofread and polish the text below so it reads clearly and professionally.

Text:
[paste your rough draft, notes, or message]

Where this will be used: [client email / report / social post / internal note]
Audience: [client / their customers / team]
Tone to keep: [professional / friendly / neutral]

Requirements:
- Fix grammar, spelling, punctuation, and awkward phrasing
- Keep my original meaning and any specific facts, names, and numbers exactly as written. Do not add new claims or details
- Make it sound natural and fluent, not stiff or robotic
- Match the tone above and the level of formality the audience expects
- Do not change any quotes or figures I included
- Return two things: (1) the cleaned-up version, and (2) a short bullet list of the main changes you made so I can learn from them

Turn my rough meeting notes into clean, structured minutes.

Meeting: [name/purpose]
Date: [date]
Attendees: [names/roles]
My rough notes:
[paste everything you jotted down, even if messy]

Produce minutes with these sections:
1. Summary: 2-3 sentences on what the meeting covered and decided
2. Key decisions: bullet list
3. Action items: a table with columns Task | Owner | Due date (use "[to confirm]" if an owner or date wasn't stated)
4. Open questions / parking lot
5. Next meeting: date and any agenda items raised for it (write "[to confirm]" if not set)

Rules:
- Only include what's in my notes. Do not invent decisions, owners, or dates
- If a note is ambiguous, list it under Open questions rather than guessing
- Keep it concise and skimmable, neutral professional tone

Write a scheduling message on behalf of my client.

Situation: [propose a meeting / confirm a booked time / reschedule / cancel]
Who it's going to: [name + relationship]
My client: [name/role]
Meeting purpose: [reason for the meeting]
Proposed times (with time zone): [list 2-3 options, e.g. "Tue 10am ET, Wed 2pm ET"]
Length: [30 min / 60 min]
Location or link: [Zoom / office / to confirm]

Requirements:
- Polite, clear, and brief (under 90 words)
- State the time zone with every proposed time
- Make it easy to reply: number the options or ask them to pick one
- If rescheduling, apologize briefly without over-explaining and offer new times
- Use only the details I provided; mark anything missing as "[to confirm]"
- Include a short subject line and a sign-off in my client's name

Create a clean, day-by-day travel itinerary for my client from the details below.

Traveler: [name]
Trip purpose: [business / conference / personal]
Dates: [start - end]
Bookings and details (paste what you have):
- Flights: [airline, flight #, dates, times, airports, confirmation #]
- Hotel: [name, address, check-in/out dates, confirmation #]
- Ground transport: [car service, rental, etc.]
- Meetings/events: [name, time, location]

Build the itinerary as:
- One section per day, with the date and weekday
- Times listed in chronological order with the correct time zone for each location
- Each entry showing: time, activity, location/address, and confirmation number if provided
- A "Need to confirm" list at the bottom for any gaps (mark them "[to confirm]"; do not invent flight times, addresses, or confirmation numbers)

Keep it clean enough to read on a phone. Use only the information I provided.

Clean up and format the data below into a consistent table.

Raw data (paste as-is):
[paste the messy list, spreadsheet cells, or text]

What each record is: [e.g. contacts, expenses, leads, inventory]
Columns I want, in order: [e.g. Name, Email, Company, Amount, Date]
Formatting rules:
- Dates as [YYYY-MM-DD]
- Names as [First Last], proper capitalization
- Currency as [$ with 2 decimals]

Requirements:
- Output a clean table with the exact columns I listed, in that order
- Standardize capitalization, spacing, and formats per the rules above
- Do NOT invent or fill in missing values. Leave blank cells empty and add a note listing which rows are incomplete
- Flag likely duplicates or obvious errors (e.g. malformed emails) in a separate note below the table
- Do not change the actual values, only the formatting

Summarize the material below into a short research brief for my client.

Topic / question: [what the client wants to know]
Source material (paste text or notes I've already reviewed):
[paste content]

Who will read this: [client name/role and how much they already know]
Decision it supports: [what they'll do with this]

Produce:
1. Bottom line: 2-3 sentences answering the question directly
2. Key findings: 4-6 bullets, each with the specific fact or figure
3. Considerations / caveats: anything uncertain or worth a second look
4. Suggested next steps: 2-3 options

Rules:
- Use only the source material I provided. Do not add outside facts or statistics
- If the sources don't answer part of the question, say so plainly under caveats
- Attribute any figure to its source in parentheses
- Neutral, plain-English tone with no hype
- Keep it under [300] words

Write social media captions for my client, plus a simple posting schedule.

Client/brand: [name + what they do]
Platform(s): [Instagram / LinkedIn / Facebook / X]
Brand voice: [e.g. friendly and casual / polished and expert]
Topic or goal for this batch: [what these posts are about]
Key details to include: [offer, link, date, product: only real facts]
Number of posts: [e.g. 5]

For each post, give me:
- The caption, matched to the platform's norms and length
- 5-8 relevant hashtags (skip for LinkedIn if not appropriate)
- A suggested day and time to post

Rules:
- Only reference facts I provided. Do not invent prices, dates, results, or testimonials
- Keep the brand voice consistent across all posts
- Vary the hooks so the posts don't sound repetitive
- Add a one-line call to action to each
- Avoid hype words and keep emojis light (max [2] per caption)

Draft a customer support reply for my client's customer.

Customer's message:
[paste it]

Business: [what the client sells]
Brand voice: [friendly / formal / concise]
What I know or can offer: [the facts, policy, or resolution I'm allowed to give]
What I can NOT promise: [e.g. no refunds past 30 days]

Requirements:
- Acknowledge the customer's issue in the first sentence and show you understood it
- Give a clear answer or next step based only on the facts I provided
- If I don't have enough information to resolve it, ask the specific question needed instead of guessing, and flag internal gaps as "[to confirm with client]"
- Never invent policies, timelines, refunds, or order details
- Keep it warm, professional, and under [120] words
- End with a clear next step and a friendly sign-off

Turn the process below into a clear standard operating procedure (SOP) that someone else could follow.

Process name: [what this SOP is for]
Who performs it: [role]
How often: [daily / weekly / per client / etc.]
The steps as I do them (rough, in any order):
[list what you do, even if messy]
Tools used: [apps, logins, templates]

Produce an SOP with:
1. Purpose: one line on why this task matters
2. Prerequisites: access, tools, or info needed before starting
3. Step-by-step instructions: numbered, one action per step, in the right order
4. Quality check: a short checklist to confirm it was done correctly
5. Common mistakes to avoid

Rules:
- Base the steps only on what I described. If a step seems missing, add it under "Gaps to confirm" rather than inventing it
- Write for someone doing this for the first time: be specific, assume no prior knowledge
- Keep each step to one clear action

Write a status update for my client summarizing my work.

Reporting period: [e.g. week of July 21]
Client: [name]
What I completed (paste your rough list, even messy):
[tasks done]
In progress: [tasks underway]
Blocked / waiting on client: [items needing their input]
Hours used, if tracked: [number / to confirm]

Format the update as:
1. Quick summary: 2 sentences on the week
2. Completed: bullet list, grouped by project or type
3. In progress: bullet list with expected completion
4. Needs your input: decisions or approvals I need, each phrased as a specific question
5. Planned for next period: 3-5 items

Rules:
- Use only what I listed. Do not inflate progress or invent completed work
- If hours or figures are missing, write "[to confirm]"
- Confident, concise, professional tone. This is client-facing
- Keep it skimmable so the client gets the picture in 30 seconds