How to write better AI prompts

1. Say the outcome, not just the topic

"Write about remote work" names a topic. "Write a 900-word post that helps team leads keep a remote team connected" names an outcome. The clearer you are about what should exist when the AI is done, the less it has to invent.

Rough: write about remote work. Better: Write a 900-word blog post that helps team leads keep a remote team connected without adding more meetings.

2. Name the reader

Tone, vocabulary and depth all depend on who will read the result. Say who it is for: a new customer, your manager, a ten-year-old, a specialist. If the AI should write in your voice, say so.

3. Give the context it cannot guess

The AI knows nothing about your project, your customers or what was decided last week. Give it what it needs, and ask for a placeholder where you do not have a detail instead of letting it invent one.

• Paste the source text instead of describing it.
• Include real names, numbers and dates, or ask for placeholders.
• Say what has already been tried or decided.

4. Describe the shape of the answer

Without a format the AI picks one, and it is often longer than you wanted. Say how the answer should look.

• A word or sentence limit.
• Bullets, a table, numbered steps or plain paragraphs.
• What each part should contain.

Give the answer as a table with the columns option, cost and risk, then one sentence recommending a choice.

5. Add limits

Say what to avoid or keep short: tone, topics, length, claims. A few specific limits work better than a long list of wishes.

Keep it under 120 words, friendly but direct, and do not apologise more than once.

6. Show an example when the wording matters

If you want a particular style, paste one or two short samples and say "match this style". An example often does more than a paragraph of description.

Do not paste confidential material into a tool you do not control.

7. Ask for one thing at a time, then refine

Break a big task into steps: an outline first, then each section. After the first answer, say exactly what to change ("shorter", "less formal", "add a risks section") instead of starting over.

• Outline first, then draft.
• Give specific feedback on each draft.
• Ask: "What do you need to know to do this well?" before it answers.

Check the result before you use it

AI can state wrong facts with confidence. Check names, numbers and any claim you will rely on, and edit the draft into your own voice.

Putting it together

Here is a rough request and the prompt that results when the habits above are applied: an outcome, a reader, the missing facts as placeholders, a shape and limits.

Rough: tell my team the launch is delayed. Better: Write a short, calm announcement to a product team that the launch is delayed. Give the new date as a placeholder, the reason in one line, and what happens next. Friendly but direct, under 120 words.

Illustrative example; your results will vary.

See more worked examples →

Keep learning

• Prompt frameworks: RTF, CO-STAR, RISEN and the six-part structure
• How to structure an AI prompt: the six parts
• Examples of better prompts