20 ChatGPT Prompt Templates for Teams (And How to Never Retype Them)

You found a ChatGPT prompt that works perfectly. Used it three times, got great results, then needed it again a week later. You reconstructed it from memory. The output wasn’t quite as good. You’ll spend the rest of the week telling yourself you’ll write it down next time.

ChatGPT prompt templates solve the quality problem: a reusable format with placeholder variables for the parts that change each time. What they don’t solve is where you keep them, how you pull them up without switching apps, and how you make sure the whole team uses the same version.

This post covers both. Twenty ready-to-use templates across 5 use cases, plus how to build a team library so nobody types them from scratch again.

TextExpander stores your best AI prompts as reusable Snippets you can trigger anywhere you type.

What makes a good ChatGPT prompt template?

A ChatGPT prompt template is a reusable prompt with [placeholder] variables for the parts that change per use. Swap in the customer name, the topic, the tone, the word count, and the rest of the prompt stays consistent.

Four components produce consistent output:

Role: Tell ChatGPT who it is. “You are a customer support agent for [company name].”

Context: Give it what it needs to know. “A customer submitted the following ticket: [ticket text].”

Task: State the specific output. “Write a professional, empathetic response.”

Format: Specify the shape of the answer. “Keep it under 100 words. Tone: [formal / friendly / concise].”

The more specific the template, the more consistent the output. Vague prompts produce inconsistent results. A defined role, clear context slots, and a format constraint produce output your whole team can rely on.

On keeping templates effective: run a new one at least 3 to 5 times before sharing it as the team standard. If a template that worked last month starts producing mediocre results, update the format constraint or add a context slot. And keep one master version. Two people running slightly different versions of the same prompt means you can’t improve it systematically. One source of truth, one owner.

20 ChatGPT prompt templates by use case

Each template below is ready to copy. Fill in the brackets before sending.

Customer service and support

1. Ticket response

You are a customer support agent for [company name]. A customer submitted the following ticket: [ticket text]. Write a professional, empathetic response that acknowledges the issue, explains what you'll do next, and sets a clear timeline. Tone: [formal / friendly / concise].

2. Escalation handoff

Summarize the following support ticket thread in 3 bullet points for a tier-2 agent: [ticket thread]. Include: the customer's core issue, what has been tried, and the customer's current sentiment.

3. Proactive follow-up

Write a follow-up email to [customer name] checking in on their experience with [product/issue resolved]. Keep it under 100 words. Tone: warm and professional.

4. Knowledge base draft

Write a knowledge base article explaining [topic] for [audience: customers / internal agents]. Format: short intro, numbered steps, a "what if it doesn't work" section at the end.

Writing and content

5. Email draft

Write a [type: cold outreach / follow-up / announcement] email to [audience] about [topic]. Tone: [professional / casual / concise]. Length: [word count].

6. Meeting summary

Summarize the following meeting notes into a structured summary with three sections: Key Decisions, Action Items, and Next Steps. Notes: [paste notes].

7. Editing pass

Edit the following text for clarity and conciseness. Remove filler words. Preserve the original meaning. Target length: [word count]. Text: [paste text].

8. Social post

Write a [LinkedIn / Twitter / Instagram] post about [topic]. Tone: [professional / conversational]. Include a hook in the first line. Length: [short / medium].

Research and analysis

9. Competitive summary

Summarize what makes [competitor name] appealing to [target audience]. Cover: positioning, key differentiators, and any commonly cited weaknesses. Use only publicly available information.

10. Pros and cons

List the pros and cons of [decision / tool / approach] for a [role] at a [company size] company. Format: two columns, 5 items each.

11. Audience research

You are a market researcher. Describe the top 5 concerns of [buyer persona] when evaluating [product type / solution]. Include specific language they would use.

12. Data interpretation

Interpret the following data and summarize the key takeaway in 2-3 sentences for a non-technical audience: [paste data].

Sales and outreach

13. Cold email

Write a cold outreach email to [prospect title] at a [industry] company. Subject: focus on [pain point]. Body: 3 sentences max. CTA: [specific ask]. Tone: direct, not salesy.

14. Follow-up sequence

Write a 2-email follow-up sequence for a prospect who didn't respond to [first email topic]. Email 1 at day 3: add value. Email 2 at day 7: soft close. Tone: [direct / conversational].

15. Objection response

Write a response to the following sales objection: "[objection text]." Keep it under 50 words. Acknowledge the concern, then pivot to [key differentiator].

16. Proposal summary

Summarize the following proposal for a [prospect role] who has 2 minutes to read it. Highlight the business problem, the solution, and the expected outcome: [proposal text].

Meetings and summaries

17. Agenda builder

Create a meeting agenda for a [meeting type] with [attendees / roles]. Goal: [goal]. Time available: [duration]. Include time allocations for each agenda item.

18. Decision brief

Write a one-page decision brief on [topic]. Structure: Background, Options Considered, Recommendation, Risks, Next Steps. Audience: [executive / team / stakeholder].

19. Weekly status update

Write a weekly status update for [project name]. Format: three sections — What was completed, What's in progress, Blockers. Use these notes: [paste notes].

20. Action item extraction

Extract all action items from the following meeting notes. For each, list: owner, task, and due date if mentioned. Notes: [paste notes].

With TextExpander, your whole team can share and trigger these prompt templates anywhere they type. See how automating repetitive tasks works

How to save ChatGPT prompt templates so you never retype them

Having 20 templates is one thing. Keeping them accessible is the part most teams get wrong.

The typical setup: a shared Notion doc, or a pinned Slack message. Works for a few weeks. Then someone pastes an old version. Someone else edits their copy but doesn’t update the doc. The sales team ends up running 3 slightly different versions of the same cold email template, nobody knows which performs best, and the newest hire is working off something from last quarter.

Storing templates and deploying templates are two different jobs. Documents store. TextExpander deploys.

Here’s how it works: save any of the 20 templates above as a TextExpander Snippet with a short abbreviation. Type ;ticket-response in ChatGPT or Claude, and the full prompt expands instantly. Fill in the bracketed fields, send. Ten seconds instead of 45. No tab switching, no hunting through a doc, no retyping.

The fill-in field system is where it gets powerful. TextExpander’s Snippet fill-in fields replace your [brackets] with interactive fields that appear when you trigger the Snippet. Tab through them, fill in the variable content, and the complete prompt appears. Every Snippet works in any app you’re already in.

For teams, Snippet Groups are the shared library. One person owns the master version of each prompt. When they improve it, the update pushes to every team member automatically. Better framing, a tighter format constraint, a fix based on recent results: everyone gets the new version without doing anything.

The consistency gains add up. Amwell’s 69-agent support team switched from individually managed templates to shared TextExpander Snippet Groups. In year one, the team saved 4,445 hours: 8 working days returned to each agent. The time savings were real. The bigger win was consistency: every agent pulled the same prompt, every response matched the same standard.

CompanyCam’s sales team saw a similar effect. By building outreach prompts and response templates into TextExpander, reps had 1,000 more conversations per year. The time they stopped spending on retyping and reconstructing went directly into selling.

The TextExpander MCP Server adds another layer. It connects your Snippet library directly to Claude Desktop, ChatGPT, and Microsoft Copilot Studio. Ask your AI assistant to create a new prompt Snippet from conversation: “create a Snippet for summarizing customer support tickets in three bullets, abbreviation ;ticket-summary.” It appears in TextExpander, ready to deploy everywhere. AI builds the prompt. TextExpander stores and deploys it. Setup takes about 3 minutes on any TextExpander plan. For more on this workflow, see TextExpander and agentic AI tools.

Frequently asked questions

What is a ChatGPT prompt template?

A ChatGPT prompt template is a reusable prompt with [placeholder] variables for the parts that change per use. Instead of writing a full prompt from scratch each time, you write it once with slots for variable content: [customer name], [topic], and so on. ChatGPT prompt templates produce more consistent output than ad hoc prompts because the structure and framing stay the same.

How do I make a reusable prompt template in ChatGPT?

Write your prompt with square bracket placeholders for anything that changes: [company name], [tone], [word count]. Save it somewhere you can retrieve it without leaving your current app. A note works at low volume; TextExpander lets you trigger it with a short abbreviation anywhere you type. Test the template a few times and refine the structure before treating it as final.

Can I share ChatGPT prompt templates with my team?

Yes. TextExpander Snippet Groups let you share a prompt library with your whole team. When you update a Snippet, everyone gets the current version automatically. No file sharing, no version tracking by hand. Any plan with team features supports shared Groups. See TextExpander pricing for details.

What’s the best way to store ChatGPT prompt templates?

Store them where you can retrieve them without switching apps. A document works fine at low volume but breaks at scale: finding the right prompt, copying it, and pasting it into ChatGPT is 3 to 5 steps every time. TextExpander stores prompts as Snippets you trigger with a short abbreviation in any app, including ChatGPT and Claude. Our guide to the best AI prompt managers for teams covers the main options.

Try TextExpander free and start building your team’s prompt library today. Start your free trial

Build a prompt library once, use it everywhere

The 20 templates above cover the 5 use cases where teams spend the most time in ChatGPT. Start with the 3 that match your current role, save them as Snippets, and watch how it changes the time you spend on repetitive prompting.

The teams that get the most from ChatGPT prompt templates stopped treating them as personal notes and started treating them as team infrastructure. The quality of your prompts compounds when everyone builds on the same tested library.