The 40 prompts below are the ones our VAs use most often, drawn from real placements over the last 12 months. Each has been polished by 10+ uses; each has the failure modes we have already worked around.

Two rules first.

Rule 1: Set the locale. Almost every prompt below starts with an instruction to use Australian English. Without that, Claude and ChatGPT default to US spelling, US phone formats, US dates. Costly for a VA writing AU-customer-facing copy.

Rule 2: Give an example. Every output field has either an example output or an explicit format. “Write three options, each starting with the customer’s first name, under 60 words, signed off with ‘Cheers, [your name]’.” Beats “write a polite reply” every time.

Admin (10 prompts)

1. Inbox triage

You are my virtual assistant helping me triage my inbox.

Below is an email. For each email, output:
- Action: REPLY / DELEGATE / ARCHIVE / SCHEDULE-CALL / ESCALATE
- Reason: one sentence
- If REPLY: a draft reply in my voice (warm, direct, no jargon)

My voice rules:
- Australian English (organised, colour, analysed)
- No em-dashes
- Sign off with "Cheers, [name]"
- Under 80 words unless complexity demands more

Escalate to me if: the email mentions legal action, ACCC, lawyer, refund over $200, or comes from one of these clients: [client list].

EMAIL:
[paste email]

2. Calendar conflict resolver

I have two events overlapping on [date]. Output:
- Which I should keep (with a one-line reason)
- A polite reschedule message for the other party, in Australian English, under 60 words
- A draft Calendly-style suggestion of 3 alternative times in the next 5 business days

EVENTS:
[paste calendar entries]

OTHER PARTY CONTEXT:
[paste any relevant background — relationship history, importance, deadline]

3. Meeting agenda from a thread

Below is an email thread. Produce a 15-minute meeting agenda with:
- 3 specific topics (not generic)
- 2 decisions that need to be made
- 1 question I should be ready to answer
- Time allocations adding to 15 minutes

Format as markdown bullets. Australian English.

THREAD:
[paste thread]

4. Voice-note to action list

Below is a transcript of a voice note I recorded. Extract:
- Action items (with owner, only "me" or "VA" or specific named person)
- Decisions made
- Open questions that need follow-up
- Anyone I need to send something to

Australian English. No em-dashes. If anything is unclear, mark it [UNCLEAR — verify].

TRANSCRIPT:
[paste]

5. Loom recap

Below is a Loom transcript. Produce a 4-sentence written summary I can share with my team. Include:
- The decision or update being communicated
- The two most important details
- What the team needs to do next
- The deadline if mentioned, or note "no deadline given"

Australian English, plain language.

TRANSCRIPT:
[paste]

6. Quote chase email

Draft a polite chase email for a supplier quote that has been outstanding for [N] days. Tone: warm, professional, not pushy. Australian English. Under 80 words. Sign off "Cheers, [name]".

Reference the original request date: [date]. Mention we need the quote by [deadline] to make a decision.

If the supplier has been responsive previously, lead with that.

7. Invoice follow-up (overdue)

Draft a follow-up email for an invoice that is [N] days overdue. Tone: professional but firm. Australian English. Under 100 words.

Include:
- Invoice number: [INV-XXXX]
- Original due date: [date]
- Amount: [$X AUD]
- Payment options reminder
- Offer to set up a payment plan if needed

Sign off "Kind regards, [name]". Mention that interest will start accruing at [N]% per annum after [date] if not paid.

8. Refund decision draft

Below is a customer's refund request. Based on this decision tree, draft my reply:

DECISION TREE:
- Major failure (unsafe, very different from described, unrepairable): refund or replace at customer's choice
- Minor failure: I choose repair/replace/refund
- Change of mind under our 30-day policy: refund minus original shipping
- Change of mind over 30 days: politely decline, offer 15% off next order

Output:
- Which category this falls in (with one-line reasoning)
- The draft reply in Australian English, under 100 words
- Whether I need to escalate to the founder (only if novel or relationship-sensitive)

REQUEST:
[paste]

9. Receipt-to-Xero category

Below is a description of a business expense. Output:
- The most likely Xero account name (from the AU chart of accounts)
- The GST treatment (BAS-excluded, GST-free, or 10% GST)
- Whether this should be capitalised vs expensed (if over $300 AUD and useful for >1 year, capitalise)
- A 6-word memo for the transaction line

If anything is ambiguous, mark it [VERIFY WITH BOOKKEEPER].

EXPENSE:
[paste vendor + amount + description]

10. Slack daily standup

Format my end-of-day handoff as a Slack message:

TODAY:
- [paste what got done]

BLOCKED:
- [paste what is stuck]

TOMORROW:
- [paste priorities]

Output: a clean Slack-formatted message under 150 words. Bold the section headers. Use bullets. Australian English.

Customer support (8 prompts)

11. First-line reply (general)

You are a customer support specialist for [business name] in Australia.

Read the customer email below. Output a reply in my voice:
- Warm but professional, no jargon
- Australian English (organised, colour, analysed)
- No em-dashes
- Acknowledge the customer's feeling first, then address the issue
- Under 80 words unless the issue requires explanation
- Sign off "Cheers, [name]"

If the issue requires a refund, escalation, or anything outside the published policy, output "[ESCALATE — reason]" instead of a reply.

EMAIL:
[paste]

12. Order status reply

Customer is asking about order status. Below is the order data. Draft a reply that:
- Confirms the order
- Gives the current status in plain language
- Sets the next expectation (when they will hear from us next)
- Apologises if delayed, without over-apologising

Under 80 words. Australian English. Sign off "Cheers, [name]".

ORDER:
[paste status, tracking, shipping date, customer expected date]

13. Apology for delay

Draft an apology email for a delayed order. Customer's name: [first name]. Delay: [N] days past the promised date.

Voice: sincere without grovelling. Take ownership without excuses. Offer something tangible (5-10% off next order, or expedited shipping reimbursement if applicable). Under 90 words. Australian English.

If the customer has been waiting more than 14 days, escalate to me before sending.

14. The 5-star review reply

Customer left a 5-star review:
"[paste review]"

Draft a reply that:
- Thanks them by name
- References one specific thing they mentioned (not generic)
- Stays under 50 words
- Sounds human (not "we appreciate your kind words")

Australian English. Sign off "[name], DotVA".

15. The 1-2 star review reply

Customer left a 1- or 2-star review. Draft a public reply that:
- Acknowledges their experience without arguing
- Apologises clearly
- Invites them to contact me directly (give my email)
- Stays under 60 words
- Does NOT include any defensive language or "but"

Australian English. Sign off "[name], Founder".

REVIEW:
"[paste]"

16. Shipping enquiry to AU regional

Customer is in a regional AU postcode: [postcode]. They are asking about shipping cost / time.

Based on our shipping table below, draft a reply with:
- Confirmed cost
- Expected timeframe (with a 1-2 day buffer for regional)
- A note about Australia Post's tracking
- An offer to expedite if they need it sooner (with the upgrade cost)

Under 100 words. Australian English.

SHIPPING TABLE:
[paste]

17. Lost package follow-up with Australia Post

Customer's order is marked as delivered but they have not received it. Draft a reply that:
- Reassures them we are on it
- Asks them to check with neighbours and their building manager
- Lets them know we will lodge an Australia Post enquiry today (do not promise a refund yet)
- Sets a 5-business-day check-in expectation

Under 100 words. Australian English. Sign off "Cheers, [name]".

18. Wholesale enquiry triage

Below is a wholesale enquiry. Output:
- A qualifying score (1-5) based on: do they have an existing store, what's their estimated annual volume, what category do they sit in, do they mention specific products
- A draft reply that either asks 3 qualifying questions (if low-score) or sends our wholesale info pack (if high-score)
- A flag if they should be escalated to the founder directly

Under 120 words. Australian English.

ENQUIRY:
[paste]

19. Instagram caption from a product description

Below is a product description. Write 3 Instagram caption options:
- Option 1: a single-line hook (under 12 words)
- Option 2: a 3-line caption with line breaks, mid-length (under 60 words)
- Option 3: a longer storytelling caption (under 150 words)

Australian English. No em-dashes. Use typographic apostrophes (don't, won't, it's). One light emoji per option, maximum.

PRODUCT:
[paste]

20. LinkedIn post for founder

Below is a rough idea. Turn it into a LinkedIn post:
- Hook in the first sentence
- 3-4 short paragraphs
- Plain language, not marketing-speak
- Under 200 words
- End with a question that invites comment

Australian English. No em-dashes. No "🚀". Use line breaks generously for mobile.

IDEA:
[paste]

21. Blog post outline

Topic: [topic]
Target keyword: [keyword]
Reader: [persona]
Word count: [N]

Output an outline:
- H1 (with the keyword)
- 4-6 H2 sections (with H3 sub-sections where useful)
- 2-3 bullet points per section
- A suggested word count per section that adds to the target

Australian English. Match Jenn Yang's voice if writing for DotVA (warm-practical, no fluff, real numbers).

22. Product description from features

Below are the product features. Write a product description for our website:
- 1 short headline (under 10 words)
- 1 subheadline (under 20 words)
- 1 main paragraph (under 80 words) explaining the benefit
- A 5-bullet feature list

Australian English. No em-dashes. Avoid: "elevate", "transform", "revolutionise", "game-changing". TGA: do not invent therapeutic claims. If a feature looks like a therapeutic claim, mark it [VERIFY WITH FOUNDER].

FEATURES:
[paste]

Below are my notes from this week. Turn into a 350-word newsletter:
- Opening hook in 2 sentences
- 3 short sections, each with a specific story or insight (not summaries)
- One link or CTA at the end
- Sign off as Jenn

Australian English. No em-dashes. Plain language, no marketing-speak. Tone: warm-practical, like a letter to a friend.

NOTES:
[paste]

Below is a positive comment on our [Instagram / LinkedIn / Facebook] post.

Write a reply that:
- References something specific they said (not generic thanks)
- Adds value where possible (a related tip, a question back)
- Under 25 words
- One light emoji maximum
- Sounds human

Australian English.

COMMENT:
[paste]

Below is a critical comment on our [platform] post.

Output:
- Whether to reply publicly, DM, or ignore (with reasoning)
- If reply: a draft under 30 words that acknowledges without arguing
- If DM: a draft message that moves the conversation private
- A flag if this should be escalated to founder

Australian English. Do not use the word "but". Do not over-apologise.

COMMENT:
[paste]

26. Repurpose a Loom into a LinkedIn post

Below is a Loom transcript. Pull out:
- The single most interesting insight (one sentence)
- The 3 supporting points
- A clear takeaway for the reader

Format as a LinkedIn post under 200 words. Australian English. End with a question.

TRANSCRIPT:
[paste]

Research + ops (8 prompts)

27. Competitor scan

Competitor: [name + URL]
Our business: [name + one-line description]

Output:
- 3 specific things they do better than us (with examples)
- 3 specific things we do better than them (with examples)
- 2 gaps in their offering we could exploit
- 1 thing they are doing that we should consider copying

Be specific. No generic insights. Australian English.

28. AU supplier shortlist

We need to source [product/service] from an Australian supplier.

Criteria:
- Based in [state/region]
- Minimum order quantity [under/over X]
- Specialises in [niche]
- Has a website with online ordering or quick-quote
- Has been around at least 3 years

Output a shortlist of 5 with:
- Name + website
- Why they fit (one sentence)
- Apparent strengths and concerns
- A scripted first contact email

Australian English. Use AU-specific search queries (".com.au", "Australia", relevant state).

29. Vendor diligence pack

Vendor: [name + website + ABN if known]

Output a one-page diligence summary covering:
- ABN status (verify on abn.business.gov.au if I provide the ABN)
- Years in business
- Director information from public records (if findable)
- Insurance and certifications (if claimed on website)
- Customer reviews summary (rating, common praise, common complaints)
- 2 red flags worth investigating
- 2 green flags

Format as markdown. Australian English. Mark anything that requires my login as [REQUIRES FOUNDER VERIFICATION].

30. SOP from a Loom

Below is a Loom transcript of me doing a task. Turn it into a SOP with:
- What: the outcome in one sentence
- Why: the context in two sentences
- How: numbered steps, each starting with a verb
- Done looks like: a 2-line description of the output
- Escalate when: 2-3 specific cases that need my involvement
- Time: estimated minutes to complete

Australian English. Plain language. Write for someone doing the task for the first time tomorrow.

TRANSCRIPT:
[paste]

31. Process audit

Below is a description of a current business process. Output:
- 3 specific bottlenecks (with the evidence from the description)
- 3 quick wins (under 1 hour to implement)
- 1 structural change worth a longer conversation
- 1 tool that could automate part of this

Australian English. Be specific, not generic. No "improve communication" or "streamline workflows".

PROCESS:
[paste]

32. Email sequence from a goal

Goal: [what we want the reader to do]
Audience: [persona]
Sequence length: [N emails]

Output the sequence with:
- A subject line for each email (under 50 chars)
- The send timing (Day 0, Day 3, Day 7, etc)
- A 50-word body for each
- A clear single CTA per email
- Notes on what each email is meant to do strategically

Australian English. No em-dashes. Avoid spam-trigger words ("FREE", "GUARANTEE", multiple !!).

33. Calendly to ICS for a complex booking

A customer wants to book a [type of session] across 3 dates. Their preferred times: [paste].

Output:
- An ICS-format invite for each session (3 separate blocks)
- A confirmation email under 80 words with all 3 times and the meeting link
- A reschedule policy reminder if any session needs to move

Australian English. Times in AEST/AEDT format. Sign off "Cheers, [name]".

34. AU GST + invoicing check

Below is a draft invoice. Check:
- Is GST applied correctly? (default 10%, GST-free for specific categories)
- Is the ABN displayed?
- Does it meet ATO tax invoice requirements (over $82.50 inc GST requires "Tax Invoice" label + ABN + date + supplier name)?
- Are the line items clear and dated?

Flag any issues. Suggest fixes. Australian English.

INVOICE:
[paste]

AI hygiene + escalation (6 prompts)

35. Hallucination check

Below is an output you just produced. Re-check it against these rules:
- Every named person: do I have evidence they exist?
- Every number: is it from my prompt, or did you invent it?
- Every quoted statistic: which source did you pull it from?
- Every claim about [our business]: which source did you use?

Output the original with any unverified items marked [UNVERIFIED — needs human check].

36. Source verification

Below is a fact I want to publish. Verify:
- Is the claim true to your knowledge?
- What is the most authoritative source for it?
- Is the source current (within last 12 months for time-sensitive claims)?
- Are there any common counter-claims I should be aware of?

If you cannot verify confidently, say so. Do not invent sources.

CLAIM:
[paste]

37. The “no jargon” pass

Below is a piece of writing. Re-write it removing:
- Industry jargon (replace with plain English)
- Buzzwords ("synergy", "leverage", "elevate", "transform", "game-changing")
- Passive voice where active works
- Sentences over 25 words (split them)
- Em-dashes (replace with commas or en-dashes)

Preserve the meaning exactly. Australian English.

TEXT:
[paste]

38. Tone match against an example

Below are 3 samples of [person]'s writing. Match this tone for the new piece I want you to write.

Specifically match: sentence length, vocabulary level, level of formality, use of contractions, use of humour, common phrases, sign-off style.

Output the new piece in their voice.

SAMPLES:
[paste 3]

NEW PIECE BRIEF:
[paste]

39. The 80-word constraint

Below is a draft. Rewrite in under 80 words without losing the key message. Australian English. No em-dashes.

If you cannot get it under 80 words without losing meaning, output:
"Cannot compress below [N] words while preserving: [list of what would be lost]."

DRAFT:
[paste]

40. The escalation flag

Below is a customer message / situation / decision point.

Output one of:
- HANDLE: I can deal with this. Here is my draft.
- ESCALATE: This needs the founder. Reason: [reason]. Draft a brief escalation note for them.
- HOLD: I need more information before doing anything. Here is what I need.

If ESCALATE, the founder should be able to action it in under 60 seconds based on your note.

SITUATION:
[paste]

How to use these

Pick 5 to start. Drop them into your VA’s working SOP. Adjust the bracketed placeholders to your context. Test the output 3-5 times before you ship the prompt as standard.

The prompts that work for you will be 70 per cent these and 30 per cent your business-specific context layered on top. The whole library above is the starting point, not the finished tool.

What’s next

For the deeper context on where AI helps and where it hurts in a VA workflow, see Why we don’t replace VAs with AI.

For the wider hiring framework, see How to hire your first VA in Australia.

If you want a placement that comes with AI-augmented training already in place, book a discovery call.