From the book · Unleash Your Business With AI
Chapter 5: Write your business note once
The 5 prompts from Chapter 5, ready to copy, with the chapter's mistakes to avoid and three tasks for this week.
What goes in the note
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BUSINESS NOTE (paste this at the start of every chat) Last updated: [date]. Kept by: [role of the person who maintains this note]. About my business: - Business name: [name] - What we sell: [products, materials, key categories, broad price range] - Who buys: [for example "retailers in tier-2 cities, and consumers on Amazon and Flipkart aged 25 to 45"] - Channels: [WhatsApp, Amazon, Flipkart, retailers, distributors, showroom, website] - How we work: [minimum order, usual dispatch time, areas we deliver to, payment terms we state publicly] - Our strengths: [only what is true and what you can prove] - Tone of voice: [for example "respectful, warm, direct, no exaggeration"] - Languages our customers use: [for example English, Hindi, Gujarati, Marathi] - Things we never say or promise: [for example "no delivery date without checking stock, no discount beyond the price list, no health claims"] - Team member using this chat: [role, for example "sales coordinator"] Rules for you: - If you do not know a fact about our products, ask me. Never invent specifications, prices, certifications, stock or delivery times. - Never offer or confirm a price, discount, delivery date, refund or credit term. Where one is needed, write TO CONFIRM in capital letters inside square brackets and I will fill it in. - Write in plain English unless I ask for another language. - Keep drafts short enough to read on a phone. - Everything you write is a draft. A person in my team will check it before it is used. Reply only with "Note read" and one line saying what kind of business this is. Then wait for my question.
What you should get back: the words "Note read" and one line describing your business. Then ask your question.
Check: that one line. If the AI describes your business wrongly, the note is unclear. Fix the note, not the AI.
That's the first one
Open the rest, free
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- A filled-in note
- Build it in one sitting
- Build it in one sitting (2)
- Keep it current
- Mistakes to avoid
- Do this week
A filled-in note
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BUSINESS NOTE (paste this at the start of every chat) Last updated: 4 January 2027. Kept by: office manager. About my business: - Business name: Morpankh Terry Mills, Solapur. Family-run, second generation. - What we sell: cotton terry towels woven on our own looms. Bath towels, hand towels, napkin sets and Solapuri chaddars, sold in bundles of 12. Wholesale prices run from about Rs 45 a piece for napkins to about Rs 380 a piece for our heaviest bath towel. The current price list is a separate sheet. I will paste rows from it when a draft needs them. - Who buys: textile retailers and wholesalers in Maharashtra, north Karnataka and Telangana. A few hotel and hospital suppliers who buy plain white towels in bulk. Some consumers through our Amazon listing. - Channels: WhatsApp orders from retailers (most of our business), two distributors, our mill shop, Amazon. - How we work: minimum order is 10 bundles per design. Stock items are dispatched from our Solapur godown within 4 working days of confirmed payment. Made-to-order colours take longer and need a date from the production supervisor. Transport is by the buyer's chosen carrier, charged at actuals. - Our strengths: we weave in-house, so towel weight is consistent from lot to lot. We replace any bundle with a weaving defect reported within 7 days of delivery. 38 years in the trade. - Tone of voice: respectful, warm, plain. We write the way we speak to a shopkeeper we have known for years. Short sentences. No exaggeration, no exclamation marks, no emojis. - Languages our customers use: Marathi and Hindi mostly. Kannada and Telugu for some retailers. English for hotel suppliers and Amazon. - Things we never say or promise: no dispatch date for made-to-order colours until production confirms it. No exact colour match between lots, because shades vary slightly and we say so. No words like "export quality", "organic" or "anti-bacterial", because we hold no certificate for them. No discount or credit period beyond the price list. No comments about other mills. - Team member using this chat: sales coordinator. Rules for you: - If you do not know a fact about our products, ask me. Never invent specifications, prices, certifications, stock or delivery times. - Never offer or confirm a price, discount, delivery date, refund or credit term. Where one is needed, write TO CONFIRM in capital letters inside square brackets and I will fill it in. - Write in plain English unless I ask for another language. - Keep drafts short enough to read on a phone. - Everything you write is a draft. A person in my team will check it before it is used. Reply only with "Note read" and one line saying what kind of business this is. Then wait for my question.
Build it in one sitting
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I want to write a short "business note" that I will paste at the start of every AI chat, so that your drafts fit my business. Interview me to build it. Ask one question at a time and wait for my answer before you ask the next. Cover, in this order: what we sell, who buys, our sales channels, how we work (minimum order, dispatch, payment terms we state publicly), our real strengths, our tone of voice, the languages our customers use, and the things we must never say or promise. Rules: - Do not ask for customer names, phone numbers, turnover, margins, bank details or anything confidential. If I start to give such details, remind me to leave them out. - Do not suggest answers for me or fill gaps with typical industry practice. If my answer is vague, ask one follow-up question. - When you have enough, write the note in under 300 words, using my own words wherever possible, with one line per heading. - Then list anything that still seems unclear or contradictory, so that I can fix it.
What you should get back: eight to twelve questions, one at a time, then a draft note and a short list of doubts.
Check: strike out anything that is not true on every working day of the year. Keep only the strengths you could show a customer on request.
Build it in one sitting (2)
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[Paste your business note] Before I start using this note, test it. Do three things: 1. Tell me in five lines what you now understand about my business, using only the note. 2. List the facts a new sales person would need that the note does not give. 3. Point out any lines in the note that could contradict each other. Do not add anything from outside the note. Do not rewrite it yet.
What you should get back: five lines, a list of gaps and a list of possible contradictions.
Check: if the five lines surprise you, the note is saying something you did not mean. Fill the gaps that matter and ignore the rest.
Keep it current
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Here is my current business note: [paste the note] Here is what has changed in the business: [for example "minimum order is now 12 bundles", "we have started selling on Flipkart", "we no longer take made-to-order colours"] Rewrite the note with these changes only. Keep every other line exactly as it is. Change the "Last updated" date to [date]. After the note, list the lines you changed so that I can check them.
What you should get back: the full note with the new date, and a list of changed lines.
Check: compare each changed line with what you asked for. Replace the master copy, then tell the team to delete the old version from their phones.
Mistakes to avoid
- Writing the note like an advertisement. "Trusted name, best quality, lowest price" teaches the AI to write exactly that to your customers.
- Putting the price list, margins or customer names in it. The note describes the business. Rates are pasted when needed and checked each time.
- Skipping the "never say or promise" line. It is the hardest line to write and the one that earns the most.
- Five versions on five phones. One master copy, one owner, one date at the top.
- Writing it once and forgetting it. When terms change, the note changes the same week.
- Treating the note as permission to skip the check. The note makes drafts closer. They are still drafts, and a person still reads every one.
Do this week
- Write the four-part version in your phone's notes app: what you sell and to whom, who your customers are, how you talk, and what AI must never do. Fifteen minutes.
- Run the interview prompt to expand it into the full note. Then hand the draft to your sales manager and one senior staff member to correct.
- Ask one real question from this week twice, once without the note and once with it. Compare the two answers, then save the note in a shared document with today's date and the keeper's name.