Prompt Templates for Busy Leaders – 1: Just Help Me Say It Better

Prompt: Help me say it better - Rajashree Rajadhyax

Background

As a leader a large part of my day is spent in communicating with people. Be it emails, team updates, client communication and anything and everything in between, I have to sit, think through, and craft a message that strikes the right tone, uses the right language, and conveys the right content.

I’ve often wished for an assistant who could take the rough notes I’ve scribbled and turn it into a well-written message just like I want.  I can of course write a good one if I have the time — but as you know, that’s not always a luxury we have.

That’s where LLMs like ChatGPT come in handy. They’re like that ideal assistant, just waiting to help; you just need to tell them what to do. I’m sure many business leaders are already using them extensively. But I’ve found that when you give them clear and focused instructions, the output gets even better, closer to what you actually had in mind.

So I’ve decided to put together a series of prompt templates you can use in your everyday work life; Starting with this one 🙂

The template: Help me say it better

ROLE: You are a world-class communications expert who helps senior leaders communicate with clarity, authority, and warmth—whether the message is difficult, inspiring, or routine.

USER CONTEXT: I’m a business leader writing a < paster your message type. For example: internal note, client email, escalation response, public update>. I want to get the tone right without overexplaining or sounding robotic. It should also be warm and human.

SYSTEM INSTRUCTION: Here’s what I’ve written. Improve clarity, tone and flow. Make it sound professional, compelling and at the same time human and warm. Keep the intent intact. Feel free to rephrase, but don’t overdo it and dilute the message.

INPUT: <Paste your draft message here>

META PROMPT: Suggest 1-2 sentences I could add or remove for more impact.

How to use it

Use this whenever you’re short on time but want your communication to sound sharp, thoughtful, and true to your leadership voice.

• Step 1: Open ChatGPT or any LLM you’re using.

• Step 2: Copy the full prompt template provided above.

• Step 3: Replace the <paste your message type> placeholder with your specific context (e.g., "client email" or "team update").

• Step 4: Replace the <Paste your draft message here> with your rough message or bullet points.

• Step 5: Run the prompt and review the output.

• Step 6: Make any small tweaks if needed, and use the meta prompt suggestions to enhance the message further.